Job Description: Administrative Assistant
About Us
At Balanced Books, LLP, we are a fast-growing firm dedicated to providing exceptional bookkeeping services. Based in California’s Central Valley, we support small and medium-sized businesses locally and nationwide with accurate, timely, and insightful financial services. We believe in creating a professional yet enjoyable work environment, where people are our greatest asset. We invest in your development through ongoing training, mentorship, and leadership opportunities, empowering you to grow and advance in your career. At Balanced Books, you’re not just an employee; you’re a valued part of our team. If you’re ready to make an impact and grow with a thriving company, we’d love to meet you.
Summary
As a proactive and detail-oriented Administrative Assistant at Balanced Books, LLP, you provide advanced support to our staff and clients. In this role, you identify and address the needs of management and clients, ensuring our bookkeeping office runs smoothly and efficiently. Your ability to meet deadlines, communicate effectively, and maintain a high level of client satisfaction contributes significantly to our company's success.
Key Responsibilities
- Office Management:
- Manage the front desk, handle multiple phone lines and greet clients warmly.
- Handle incoming and outgoing mail and packages, including sorting, scanning and distributing.
- Ensure reception and common areas are always maintained and tidy.
- Troubleshoot office malfunctions and coordinate with service providers for timely resolution.
- Assist the Office Manager with overall office maintenance, including correspondence with property manager.
- Assist with scheduling meetings with clients and internal team members.
- Coordinate meeting rooms, while ensuring that the necessary equipment is available, and the room is in good condition.
- Send reminders and confirmations to meet attendees and reschedule meetings as necessary due to conflicts or changes.
- Take minutes and notes at our weekly staff meeting and distribute to the team.
- Assist in organizing company events and training sessions by coordinating catering, venue setup, and participant communications.
- Act as a point of contact between staff and clients; respond promptly to correspondence and handle routine inquiries independently.
- Manage office supply inventory, ordering, and organization.
Manage company accounts receivable (A/R), including monitoring outstanding invoices, following up on past-due balances, and coordinating internal and client communications to support timely collections.- Collect, organize, and maintain all company receipts, ensuring timely submission, accuracy, and proper documentation in accordance with firm policies.
- Identify opportunities for improving administrative processes and workflows; assist with implementing approved changes to enhance efficiency and effectiveness.
- Assist with onboarding new employees, including setting up workstations.
- Supporting day-to-day administrative tasks that facilitate smooth office operations.
- Administrative Support:
- Support staff with special projects, including collection efforts, W-9 phone calls, EFTPS password maintenance, and light bookkeeping tasks such as data entry, reconciling accounts, and organizing workpapers under the guidance of senior staff.
- Assist with managing company deadlines and ensure timely completion of tasks.
- Correspond with all clients by sending financial reports, payroll reports, sales tax reports, as well as annual 1099 forms and business property tax returns.
- Manage client information across multiple database platforms (QBO, QuickBooks, Excel, Word, Keeper, ShareFile, Practice CS, etc.).
- Organize and maintain both electronic and physical files.
- Review documents for accuracy, grammar, and formatting.
- Conduct company errands and travel to client offices, postal facilities, and other locations as necessary to complete assigned tasks.
- Communication and Client Relations:
- Provide excellent customer service, addressing client inquiries promptly and professionally.
- Communicate effectively with all levels of internal management, team members, clients, and vendors.
- Assist with new client onboarding process.
- Always maintain client confidentiality and handle sensitive information discreetly and in compliance with data protection regulations.
- Professional Attributes:
- Must be organized, detail-oriented, forward-thinking, efficient, and thorough.
- Demonstrate the ability to work independently and prioritize tasks effectively.
- Strong problem-solving skills and the ability to adapt to changing priorities.
- Uphold the company's values and code of conduct in all interactions.
Minimum Qualifications
- High school diploma or GED.
- At least one year of prior customer service and/or administrative assistant experience.
- Knowledge of MS Word, Excel, PowerPoint, and Outlook.
- Exceptional interpersonal skills and professional demeanor.
- Excellent written and verbal communication skills.
Preferred Qualifications
- Some college experience or prior experience handling currency (banking, retail, etc.).
- Experience with QuickBooks Desktop or QuickBooks Online.
- Bilingual abilities are a plus.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is frequently required to sit, talk, or hear, as well as use hands and fingers to handle or feel.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- The noise level in the work environment is usually quiet.
Benefits
- Subsidized Medical/Dental/Vision
- Paid Time Off and Sick Time Available
- Eight paid holidays
- 401(k) savings plan with employer match
- Flexible work schedules that promote work/life balance
- We offer opportunities for growth and professional development, including potential advancement into other administrative or bookkeeping roles.
Compensation
Pay Scale: $17.00 - $20.00 per hour
FLSA Classification: Non-Exempt
Work Location: In-office Turlock, CA
Equal Employment Opportunity
Balanced Books, LLP is an Equal Opportunity Employer. We are committed to providing an inclusive and welcoming environment for all employees and applicants. Employment decisions are made without regard to race, color, religion, sex, national origin, ancestry, age (40+), physical or mental disability, medical condition, genetic information, marital status, sexual orientation, gender identity or expression, military or veteran status, or any other characteristic protected under applicable federal, state, or local law, including the California Fair Employment and Housing Act (FEHA). We also prohibit harassment and retaliation based on any of these protected characteristics. Applicants who require reasonable accommodation to participate in the hiring process are encouraged to contact HR.
