Senior Admin Assistant in San Luis Obispo at CBIZ

Date Posted: 10/27/2019

Job Snapshot

Job Description

With over 100 offices and nearly 5,000 associates in major metropolitan areas and suburban cities throughout the U.S. CBIZ (NYSE: CBZ) delivers top-level financial and employee business services to organizations of all sizes, as well as individual clients, by providing national-caliber expertise combined with highly personalized service delivered at the local level. CBIZ has been honored to be the recipient of several national recognitions: 2019 America's Best Mid-Size Employers by Forbes, 2019 Best Workplaces in Consulting & Professional Services by Great Place to Work® and FORTUNE, 2019 Workplace Excellence Seal of Approval by the Alliance for Workplace Excellence, and one of the Top 101 highest scoring companies in the country for Best and Brightest Companies to Work For in the Nation by the National Association for Business Resources.

CBIZ and Mayer Hoffman McCann P.C. (MHM) are together ranked as one of the top providers of accounting services in the United States.  With more than 35 offices and more than 3,000 professionals, we serve the country’s growing mid-market public and private businesses.  MHM provides high quality audit and attest services, while closely associated CBIZ provides all other accounting, tax and consulting services.

We are proud of our strong company culture. In 2019, we were recognized by the Los Angeles Business Journal and the Pacific Coast Business Times as one of the “Best Places to Work.” We were also recognized by the National Association of Business Resources as one of San Diego’s “Best and Brightest Companies to Work For.” It was an honor to be recognized for such prestigious awards, knowing that it was the feedback from our employees that earned us spots on these lists.

Essential Functions and Primary Duties:

Works as an integrated team member supporting professional staff and ensuring high quality, efficient client service while adhering to standardized processes and performing specified services

  • Performs assembly check and distributes client deliverables: creates standard client email, attaches documents; prints any needed deliverables.
    • Copies Manager and Director on all client communications
  • Tracks and secures client e-file authorization forms and routes to e-file step of process
  • Supports Director business related needs including but not limited to scheduling business appointment, expense reports and travel arrangements
  • Coordinates meetings, lunches, CPE trainings, etc.
  • Initiates, tracks and coordinates food orders
  • Performs New Client set-up; creates client folder upon notification of set up completion
  • Distributes organizers and engagement letters to 1040 clients
  • Engagement Letters
    • Creates and distributes engagement letters to business clients
    • Tracks receipt of engagement letters, follows up on letters not received, provides internal status updates
  • Provide back-up to Tax Processing Team as needed during busy seasons 
  • Processes packages/mail - outgoing and internal sorting/delivery
  • Processes incoming checks, completes daily cash receipts
  • Vendor coordination for kitchen supplies, etc.
  • Monitors and orders office supplies
  • Orders business cards/stationery
  • Files brokerage statements
  • Enters billable expenses for UPS, courier, etc.
  • Match P-Card receipts to statements
  • Prints and mails invoices in support of Billing Department
  • Initiates, tracks and coordinates food orders
  • Processes packages/mail - outgoing and internal sorting/delivery
  • Receives and distributes incoming faxes
  • Completes scanning and copying as needed or requested
  • Maintains file room.  Handles storage requests.
  • Set up and clear food for various meetings and events

Preferred Qualifications:

  • Bachelor’s Degree
  • 3-5 years of administrative support experience

Minimum Qualifications:

  • High School Diploma or GED required.
  • At least 2 years of administrative support experience.
  • Excellent Word, PowerPoint, Excel, and Outlook skills
  • Effective project management and communication skills
  • Demonstrated ability to communicate verbally and in writing throughout all levels of an organization, both internally and externally.
  • Able to manage deadlines, work efficiently on multiple projects and prioritize assignments
  • Solid database management skills and attention to detail
  • Working knowledge of public accounting or professional services firms desirable

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