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Administrative Coordinator

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McGuire Sponsel

Aug 28

  • Job
    Full-time
    Junior Level
  • People, HR & Administration
    Accounting & Tax
  • Atlanta
  • Quick Apply

AI generated summary

  • You need invoicing knowledge, Salesforce experience, strong communication skills, proficiency in MS Office and Adobe, attention to detail, multitasking ability, and 2+ years in admin support.
  • You will provide admin support, manage invoices, track sales in Salesforce, organize files, assist in proposals, coordinate travel, order supplies, and plan events while ensuring visitor support and calls are directed.

Requirements

  • Working knowledge of client invoicing and billing processes. Prior experience with time and billing software a plus.
  • Experience in Salesforce is desirable.
  • Self-starter, deadline driven individual who is technologically savvy with a strong attention to details.
  • Ability to stay organized and manage the varying day to day needs of the organization.
  • Ability to multi-task in a fast-paced environment.
  • Excellent professional written and verbal communication skills; comfortable communicating with all levels within an organization.
  • Experienced in Microsoft Excel, Word, Outlook, PowerPoint, and Adobe.
  • Ability to learn new software and tasks.
  • Excellent time management skills and ability to prioritize work.
  • 2+ years of administrative support experience a plus, preferably in a professional services environment.

Responsibilities

  • Provide administrative support for shareholders, leaders, and employees in our Atlanta office and across the firm.
  • Work closely with key business development personnel to support sales initiatives and tracking.
  • Timely and accurate coding and entry of client information into our accounting software.
  • Generate client invoices with a high level of detail and accuracy, with a primary focus on billing processes for the R&D Tax Credit practice line.
  • Assist with entering, tracking, and reporting new and existing sales opportunities within Salesforce, our CRM software.
  • Organize, save, and assist with data entry for digital files and information as needed for various projects.
  • Assist in the preparation of client proposals and engagement letters.
  • Order office supplies, food, and beverages for the firm and ensure all areas are stocked appropriately.
  • Assist with and manage travel arrangements for airline, rental car, and hotel for certain professional staff.
  • Submit and reconcile expenses reports.
  • Coordinate and support firm wide event planning, such as catering lunch or organizing the firm’s annual retreat.
  • Assist with firm-wide mailing and client gift sends.
  • Provide general support to visitors. Answer and direct phone calls.

FAQs

What is the primary role of an Administrative Coordinator at McGuire Sponsel?

The primary role of an Administrative Coordinator is to support the administrative, accounting, and business development functions within the firm, assisting shareholders, leaders, and employees across the Atlanta office and the firm.

Is experience with client invoicing required for this position?

Yes, working knowledge of client invoicing and billing processes is required, and prior experience with time and billing software is a plus.

What software skills are necessary for this job?

Candidates should have a strong working knowledge of Microsoft Office, especially Excel, as well as experience with Salesforce and general technology proficiency.

What are the key responsibilities of the Administrative Coordinator?

Key responsibilities include providing administrative support, generating client invoices, assisting with sales tracking in Salesforce, organizing digital files, managing travel arrangements, coordinating events, and supporting various office needs.

What kind of work environment can I expect?

The work environment is fast-paced and dynamic, requiring strong organizational and multi-tasking skills, as well as effective communication with all levels of the organization.

Are there opportunities for professional growth within McGuire Sponsel?

Yes, McGuire Sponsel offers opportunities for both professional and personal growth in a team-oriented environment.

What is the minimum experience required for this position?

A minimum of 2+ years of administrative support experience is preferred, ideally in a professional services environment.

What benefits does McGuire Sponsel offer its employees?

Benefits include competitive paid time off, 401k, health and wellness benefits, a recently renovated office, summer Friday hours, and opportunities for team building and community outreach.

What kinds of events will I help coordinate as an Administrative Coordinator?

You will assist in coordinating firm-wide events such as catering lunches, organizing the firm’s annual retreat, and helping with client gifts and mailing.

Will I need to manage travel arrangements for staff?

Yes, you will assist with and manage travel arrangements for airline, rental car, and hotel accommodations for certain professional staff.

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McGuire Sponsel

Tax Consulting: Global Business Services, R&D Tax Credit Services, Fixed Asset Services, Location Advisory Services

Consulting
Industry
51-200
Employees
2007
Founded Year

Mission & Purpose

Partnering with CPA firms, McGuire Sponsel offers Research & Development Tax Credit Services, Fixed Asset Services, Global Business Services, and Location Advisory Services. McGuire Sponsel strengthens client relationships by offering a conservative, methodical approach to delivering tax services that fall outside the traditional practices of local and regional CPA firms. Our approach has allowed us to become a trusted resource to CPAs across the country, with a strong track record with the IRS.