Overview
Administrative Assistant IV Jobs in United States at Lumen
Title: Administrative Coordinator
Location: Grants Pass, OR – ROGUE SOLUTIONS ACCOUNTING & BOOKKEEPING
Employment Type: Full-Time
Reports To: Operations & Sales Manager
Job Summary
The Office Manager is responsible for supporting the daily operations of the accounting office through a combination of front-office management, client communication, and accounting support tasks. This role ensures an organized and efficient workplace, facilitates smooth client interactions, and provides essential administrative and financial assistance to the team.
Key Responsibilities
Front Office and Administrative Management
– Answer and manage incoming phone calls, voicemails, and emails, and provide follow-up or redirect inquiries as needed.
– Greet office visitors and clients, distribute incoming and outgoing documents, and handle daily mail tasks.
– Maintain the reception area, ensuring it is clean and welcoming, and post signs for office closures as needed.
– Schedule client meetings and manage calendars for senior staff, ensuring appropriate timing and preparation for all appointments.
– Track new client inquiries & assist with sales process
– Manage office orders, as well as supply inventory and organization/availability
-Run Weekly Client and internal Errands
Administrative Support
– Provide general administrative assistance, including data entry, document preparation, and report generation.
– Organize and maintain office files, records, and documentation, both physically and electronically.
– Coordinate internal meetings, conferences, and office events, including handling logistics such as room bookings and equipment setup.
-Manage meeting agendas for all client meetings as assigned, including current tasks and follow up on past ones.
Accounting Support
– Support accounting functions like bank feeds, reconciliations and managing client requests for financial information.
– Perform & ensure correct timing of client books closure post-financial meetings and checking month-end list monthly
Client and Team Communication
– Serve as a point of contact for client communication, ensuring timely follow-up and task coordination.
– Manage email inboxes, follow up on client requests, and assist in client onboarding and offboarding processes.
– Coordinate with clients and team members to collect necessary documents and information.
Operations and Compliance
– Ensure compliance with office policies, procedures, and industry regulations.
– Identify opportunities for process improvement and collaborate with the team to enhance office efficiency and workflow.
– Utilize EOS tools (e.g., Issues Solving Track) to proactively identify and resolve operational challenges.
Marketing Support
-Assist with Marketing and Advertising – including Attending Networking events and potential client meetings
– Assist with Website, social media and public relations updates
-Send out Newsletter/informational emails through online platform
Technology and Systems Management
– Help manage office technology, including software tools and databases, and coordinate with IT support for maintenance and updates.
– Maintain accurate records in client management systems and ensure secure handling of sensitive information.
Qualifications
– High school diploma or equivalent; associate’s degree in a relevant field preferred.
– 1+ years of experience in an administrative support role, preferably in a professional services environment.
– Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
– Strong organizational, multitasking, and communication skills.
– Ability to work independently and collaboratively within a team environment.
– Attention to detail and discretion in handling confidential information.
Key Competencies
– Professional demeanor and proactive approach to problem-solving.
– Strong analytical and organizational skills.
– Flexibility and adaptability to changing needs and priorities.
– Excellent customer service skills and the ability to communicate effectively at all levels of the organization.
Character Qualities
– Integrity and Honesty: Shows ethical behavior and transparency in all actions, even when no one is watching.
– Humility: Practice humility with all. Know your abilities, defer to others more capable, seek input, and receive guidance.
– Cheerfulness and Uplifting Attitude: Supports a positive and encouraging demeanor, fostering a pleasant work environment.
– Compassion and Service-Minded: Shows genuine care for customers and team members, prioritizing their needs and well-being.
– Consistently Positive: Inspires and guides the team with a clear vision, leading by example.
– Self-Motivated and Hard-Working: Takes initiative and consistently puts in the effort to achieve goals.
– Results-Oriented: Focused on achieving measurable outcomes and driving the success of the company.
– Accountability: Practices personal and team accountability.
– Protectiveness: Protects the people, the brand, the assets, and the reputation of the company.
– Golden Rule: Treats others the way you want others to treat you.
– Dependable: Proves they have the character to be reliable, steady and trustworthy. Your teammates can count on you to do your job correctly and on time.
– Empathy: Has the ability to take on another’s perspective, to understand, feel, and possibly share and respond to their experience.
What We Offer
– Competitive salary and benefits package.
– Opportunities for professional development and growth.
– A collaborative and supportive team environment.
– A dynamic workplace focused on operational excellence.
Job Type: Full-time
Pay: $22.00 – $25.00 per hour
Expected hours: 40 per week
Benefits:
Dental insurance
Health insurance
Life insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
8 hour shift
Ability to Commute:
Grants Pass, OR 97526 (Required)
Work Location: In person
Title: Administrative Assistant IV
Company: Lumen
Location: United States
