Administrative Assistant – Aventura, FL

Administrative Assistant – love order and efficiency?                                                                 

If you answered yes, then we want to hear from you! Gerstle, Rosen & Goldenberg, a full service accounting firm, is seeking an Administrative Assistant to support our very busy practice. Your strong administrative skills and attention to detail is your recipe for success to excel at GRG. You will primarily be working for the senior person on our team while also supporting an exceptional group of accountants who serve our diverse group of corporate and private clients, responsible for the preparation of tax returns, financial statements and payroll returns.   So if you really enjoy organizing your boss, this could be your next home!

What makes us special?

GRG offers a family atmosphere and we pride ourselves in taking care of our employees. Several of our employees have been with us for over 20 years.   We live our values of integrity, responsibility, punctuality and honesty.  We are not a “stuffy” office, however we are very professional dealing with our clients. And if you embrace technology, you will be pleased to know we are also 100% in the cloud.

Snapshot of key accountabilities:

The primary function of this position is to manage all the documents that come in and out of our office so that our team is organized and functions efficiently. Your mission is to know what is going on with our client files at all times. Some of the important tasks you will be responsible for are:

  • Communicate priorities to the team as directed by senior accountant
  • Type correspondence and accurately proofread for final approval; provide suggestions for rewording when necessary
  • Scan all documents and save to correct client file on our Cloud platform as well as maintain hard copy file system
  • Keep our senior accountant organized by ensuring his desk is orderly and maintaining a list of tax files in his office so he can see at a glance where they are located
  • Create and maintain spreadsheet to track the progress of tax files
  • Maintain senior accountant’s Outlook contacts to be sure they are current and emails filed accurately
  • Organize tax documents once received for orderly handoff to tax preparer
  • Facilitate supply orders, answer phone, distributing mail and other administrative duties as required

Traits required for success:

Our ideal candidate functions well in a fast paced environment – downtime is rare here! At the same time, you are a patient and systematic person who can work effectively on one task at a time, get it done right and then move on to the next task. Your work style is disciplined, conscientious and hands-on. You operate well independently (i.e. you won’t be spoon fed) and are able to set boundaries with the team while working cooperatively as a team member.

Skills/Experience/Knowledge required:

  • Minimum 3 years of administrative experience in a busy office environment, preferably for a CPA or other professional services firm
  • Highly skilled in proofreading correspondence
  • Excellent phone demeanor
  • Intermediate skills in MS Office (Word, Excel, Outlook)
  • Quickbooks is helpful
  • Bilingual is of value