Support Services Associate

Redwitz Inc. is a well-established, highly respected, growing CPA firm based in Irvine. We are engaged in all aspects of public accounting and perform work in a multitude of industries. We have offices in Irvine, San Jose and San Diego.  

We are currently looking for a Support Services Associate to join the team in San Jose! This is a great opportunity for an administrative professional interested in the public accounting industry.  The pay rate for this role is $25 per hour.

Description:

       ∙        Serve as extension and representative of the Firm in all duties to give clients, vendors and visitors first class impression of Redwitz.

       ∙        Provide administrative assistance as required or as requested including correspondences, necessary mail and FedEx duties, typing, and information research, filing and taking telephone messages. Draft memos/letters as appropriate.

       ∙        Schedule and perform word processing activities; format, revise, print out and assemble final copies of tax organizers, personal and business tax returns and financial statements as needed and upon request with great attention to detail and presentation.

       ∙        Maintain company files, soft and hard copy alike; perform scanning duties to maintain company client files.

       ∙        Collect, maintain, update and take ownership of client information by leveraging CCH Practice Management tools to keep client contact files up to date.  Use notes areas to communicate valuable client details to staff and to aid all Firm staff in providing personalized service.

       ∙        Maintain the office calendar for conference room scheduling; be “go-to” for who, what, when, where and why of respective office location.

       ∙        Coordinate travel arrangements for the in-office employees as needed; research and make flight, hotel and rental car reservations in accordance with company policies and to obtain most economical and efficient travel. Create travel itinerary and schedules in accordance with authorized travel requests.

       ∙        Consider and set priorities of tasks with respect to the Firm’s overall needs.  Perform all tasks with a “can-do” attitude, taking full ownership for bringing tasks to completion, and with a sense of urgency.

       ∙        Serve as Receptionist “Director of First Impression” duties as needed.

       ∙        Performs other administrative or office duties as required or as assigned.

Responsibilities:

Daily

       ∙        Maintain neat and orderly appearance of San Jose office kitchen, reception area, conference room and general office environment.

       ∙        Keep “In/Out” log of San Jose office to know staff whereabouts and distribute daily to Firm

       ∙        All mail related activities – stamp and prepare outgoing mail and FedEx packages, sort and distribute all incoming mail and deliveries

       ∙        Maintain client contact information in CCH Axcess making full use of notes section and adding or revising as needed.

       ∙        Process New Client Data sheets according to Firm policy**

       ∙        Process address changes according to Firm policy**

       ∙        Scanning for electronic client files

       ∙        Be a “go-to” for information about Firm announcements, memos, information and policies for Irvine office staff; provide support and direction confidently in accordance with Firm policy

       ∙        Relieve Firm Receptionist as needed; Serve as secondary point of contact for phones and incoming visitors

Weekly

       ∙        Individual tax return assembly

       ∙        Business tax return assembly

       ∙        Financial statement assembly

       ∙        Manage inventory of office supplies and place orders as needed

       ∙        Coordinate travel arrangements for the in-office employees as needed

       ∙        Arrange for general maintenance of office equipment as needed

       ∙        Arrange for catering orders and food delivery as needed

Monthly

       ∙        Keep firm records on client gains and losses and publish to partners and firm on recurring basis.

       ∙        Order, arrange for and/or pick up monthly BASH

       ∙        Manage all client file organization, paper and electronic. 

       ∙        Work to save paper as electronic files

       ∙        Work to create an organizational format for the Firm’s use for electronic filing.

       ∙        Audit electronic files client by client, as needed, to ensure system is clean and easy to use by all staff year round.

Annually

       ∙        Annual tax organizers assembly and delivery

Qualifications:

       ∙        Proficient in MS Office Applications such as Word, Excel, PowerPoint, among others.

       ∙        Comfortable in learning new computer programs and taking on news tasks for the betterment of the firm’s workflow.

       ∙        Excellent preparing business correspondences.

       ∙        Team player and “can-do” attitude.

       ∙        Ability to take charge in an office environment to ensure inner workings of the office run smoothly and efficiently.

       ∙        Familiar with or willingness to learn basic accounting practices terminology.