Office Administrator

Company: BDO USA
Location: Boston
Posted on: April 12, 2025

Job Description:

Job Summary:The Office Administrator is responsible for the overall management of the office administrative activities, including general administrative policies and procedures. This position executes decisions of the Firm, works with principals and business line leaders, and serves as the liaison between principals, staff, the local office and other offices within the Firm. The Office Administrator is charged with making all decisions regarding administrative issues within the location.Job Duties:

• Oversees records management activities, including retention and filing procedures
• Directs all activities related to maintenance, care and repair of office equipment and facilities
• Manages local vendor relationships, including resolving vendor issues
• Retains office leases and insures that landlord and BDO comply with contractual requirements
• Coordinates local purchasing process to control all supplies and monitors inventory
• Analyzes office space allocations and requirements and recommends improvements as needed
• Manages the day-to-day operations of the facility to ensure proper functioning of the office
• Plans and supervises office assignments and relocations
• Demonstrate support for Firm goals, objectives and initiatives
• Implements appropriate training policies and programs for administrative staff, including cross training
• Coordinates the development and implementation of local Crisis Management Plan
• Partners with National Office in disseminating communications to insure compliance with Firm policies and procedure
• Consults with and advises Principals and Managing Principals on various administrative issues
• Proofs monthly financial statements as needed
• Monitors local office expenditures to ensure compliance with forecasted budgets
• Provides support to Assurance and Tax business lines (e.g. manage e-filing, handle GoFileRoom administration, send missing time reports, collaborate with Receivables Management to collect client fees, etc.), as needed
• Welcomes new employees and assists with new hire intake and paperwork, as needed
• Participates in local recruiting activities, as needed
• Partners with local, regional, and national business development professionals to coordinate and manage Admin support of local sales and marketing activities including events, CRM data entry, and proposal and presentations development in accordance with BDO standards
• Other duties as requiredSupervisory Responsibilities:
  • Supervises all Administrative support personnel
  • Evaluates the performance of administrative staff and assists in the development of goals and objectives to enhance professional development
  • Collaborates with Office Managing Principals and Human Resources to interview, hire and terminate employees
  • Conducts periodic administrative meetings
  • Monitors administrative staff schedules to include coordination of time-off and integrated workflow between business lines
  • Partners with Regional Manager of Administration and Office Managing Principals to determine appropriate administrative staffing levels
  • Completes compensation planning for local administrative staffQualifications, Knowledge, Skills and Abilities:Education:
    • Four (4) year college degree, preferredExperience:
      • Two (2) or more years of management experience or 5 or more years of administrative experience, required
      • Experience in a professional services firm preferred
      • Prior project management experience, preferred
      • Prior administrative experience, preferredLicense/Certifications:
        • N/ASoftware:
          • Proficiency in the Microsoft Office Suite
          • PeopleSoft experience, preferredLanguage:
            • N/AOther Knowledge, Skills & Abilities:
              • Solid judgment and reasoning skills
              • Strong management and delegation skills to effectively lead and direct Administrative team
              • Excellent interpersonal skills with the ability to relate with diverse personalities in a tactful and mature manner
              • Ability to respond tactfully and professionally in high demand situations
              • Superior verbal and written communication skills
              • Ability to successfully multi-task while working independently or within a group environment
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Keywords: BDO USA, Salem , Office Administrator, Administration, Clerical , Boston, Massachusetts