AS Administrative Office Manager

Job Description Proactively identify problems, process insufficiencies, and/or other inefficiencies; provides solutions; and initiates appropriate execution within their role. Provides high‑level administrative assistance to executive level staff. Responsible for direct supervision of AS team members. Coordinates, facilitates, and makes recommendations for the hiring and terminating of AS associates. Ensures workload is balanced; assigns work as needed and backup is provided as appropriate. Facilitates resolution of conflicts between associates. Ensures associates are cross‑trained in the administrative and technical functions of other practice areas. Assists and supports associates on the development and success of Grow Plans. Schedules team members and projects to meet client needs. Coaches and evaluates professional support associates. Ensures all office associates are fully trained in office procedures and practices. Conducts or arranges training for all office associates in software and technology. Develops and monitors budgets and results. Demonstrates positive interactions with all associates and works within a team environment. Supports Firm‑wide best practices and offers process improvement solutions to leaders. Oversees and coordinates new associate on‑boarding, orientation, and termination. May assist with the coordination and execution of associate engagement events. Serves as main contact with RCS on general firm matters. Ensures that all Rehmann associates are kept aware of firm news as well as changes in policies and procedures. Reviews expenses and invoices for accuracy and submits for payment. Serves as a contact on human resources matters. Coordinates functions that are critical to the firm. Oversees and coordinates meetings and training programs. Provides for the physical needs of the office facilities. Manages relationships between office and building service providers; negotiates contracts and ensures services are provided as required. Ensures facilities comply with federal, state and local requirements. Complies with provided safety and security guidelines for associates and firm property. Researches and qualifies vendors for office equipment and services, consistent with firm policies; provides recommendations or executes decisions within firm guidelines. Oversees maintenance of proper inventory of office supplies and resources within budget, including cost comparison, office equipment, and other office maintenance responsibilities. Supports facility redesign and/or office move. Ensures that office appearance is maintained at a firm‑wide professional standard. Manages and provides high‑level support to an office/department. Responsible for responsibilities of or back up to the professional support staff as needed to ensure smooth running of the office, including clerical, receptionist, etc. Arranges meetings; ensures all participants are contacted and confirmed, meeting rooms and technology are set up, and any additional preparation is provided. Established as a subject‑matter expert in key office applications and specialized roles. Supports the client billing process, including drafting, approving, printing and sending via electronic or mail. Independently prepares and/or reviews documents, including correspondence, presentations, proposals, exhibits and reports. Conducts research, gathers and analyzes data. Maintains and manages client files, ensures all documents are properly scanned and filed, and that client information is accurate and available as needed. Maintains client confidentiality by protecting all client information in accordance with professional and legal standards. Contacts clients as needed to gather or transmit information; may work with clients to provide administrative and technical support. Able to prioritize work and manage time for others; uses unassigned time on a broad range of office initiatives. Demonstrates high‑level professional image, maturity, self‑confidence, and positive attitudes. Provides leadership within the team. Coaches and mentors associates. Demonstrates and fosters positive interactions with other associates at all levels and positions and works within a team environment. Displays ability to learn and willingness to perform all tasks and to assist others. Demonstrates ability to work in a fast‑paced environment. Ability to multitask while providing exceptional customer service. Demonstrates ethical behavior in accordance with professional standards. Ability to be flexible and adapt to changes. Ability to adhere to project budgets, timelines, and client expectations. Supports Firm‑wide best practices and offers process improvement solutions to leaders. Qualifications Strong time management, multi‑tasking, and attention‑to‑detail skills. Exceptional human relations skills, with the ability to develop and maintain positive relationships with associates and clients. Advanced knowledge of Microsoft Office, including Microsoft Word to prepare correspondence and reports, and Microsoft Excel to use formatting, create tables and charts, and display information effectively. Associate’s Degree – Business Administration or Related Field. Proficient in the use of specific office software required to support the office. Ability to operate multiple phone lines, setting up conference and video technology. Understands the services, purpose, and terminology of the practice areas provided by Rehmann. Cross‑trained in the administrative and technical functions of other departments. Working knowledge of the forms, documents, reports, etc. produced by the office. Articulate in speech and written correspondence; communicates in a clear, fact‑based manner. Asks concise, targeted questions in order to fulfill objectives and task completion. Demonstrates ability to handle communications in a discreet, professional and confidential manner. Ensures other associates, supervisors and clients are informed of progress and significant project development. Communicates successfully with other associates at all levels and positions. Benefits Physical and mental health programs. Paid time off for volunteering and diversity‑related activities. Flexible work arrangements. Equal Opportunity Employer Rehmann is an Equal Opportunity Employer. #J-18808-Ljbffr