Office Services Supervisor

Job Summary:

The Office Services Supervisor is responsible for the overall management of the office administrative activities, including general administrative policies and procedures as well as providing clerical support to assigned department by using administrative systems, procedures and policies and monitoring and completing various administrative projects. This position executes decisions of the Firm, works with principals and business line leaders, and serves as the liaison between principals, staff, the local office and other offices within the Firm. The Office Services Supervisor is also charged with supplying administrative support to assigned management members.

Job Duties:

• Oversees local office records management activities, including retention and filing procedures
• Directs all activities related to maintenance, care and repair of office equipment and facilities
• Manages local vendor relationships, including resolving vendor issues
• Retains office leases and ensures property landlord and BDO comply with contractual requirements
• Coordinates systems for purchasing to control all supplies and monitors inventory
• Analyzes office space allocations and requirements and recommends improvements, as needed
• Manages the day-to-day operations of the facility to ensure proper functioning of office
• Plans and supervises office assignments and relocations
• Implements appropriate training policies and programs for administrative support staff, including cross training
• Consults with and advise Principals and Office Business Line Leaders on various administrative issues
• Participates in local recruiting activities as needed
• Maintains the office's library, including organization, cataloging and subscriptions
• Makes travel arrangements for assigned management
• Coordinates meeting and conference call arrangements, including coordination of rooms, technical resources and catering for assigned management
• Creates and edits all correspondence related to assigned management
• Copies and collates reports; scans documents, as needed
• Receives and sends correspondence by mail, e-mail and fax
• Maintains calendars for assigned Principals and other members of management
• Assists with time and expense entry for assigned Principals and other members of management
• Interacts with clients in person and via phone
• Provides reception and office services relief (i.e. mail/file/stocking kitchens, etc.), as needed
• Aids in maintaining the professional appearance of conference rooms and common areas
• Additional duties an Administrative Assistant may perform:
  
  
  
  • Scans and saves workpapers submitted by clients
  • Drafts engagement letters to clients
  • Processes and sends tax returns to clients
  • Manages and monitors GoFileRoom
  • Assists Office Administrator with obtaining coding and approval for vendor invoices
  • Processes and mails client invoices
  • Assists with tax and/or audit scheduling
  
  

Supervisory Responsibilities

• Supervises daily activities of Office Assistants and Receptionist
• Evaluates the performance of support staff and assists in the development of goals and objectives to enhance professional development
• Collaborates with Office Business Line Leaders and Human Capital to interview, hire and terminate employees
• Conducts periodic administrative support meetings
• Monitors administrative support staff schedules to include coordination of time off and integrated workflow between business lines
• Assists Office Administrator or Regional Director of Administration, in conjunction with Office Business Line Leaders, in determining administrative support staffing levels
• Coordinates the development and implementation of local Crisis Management Plan with guidance of Office Administrator or Regional Director of Administration
• Coordinate all communications with the National Offices to ensure compliance with Firm policies and procedures
• Other duties as required

Qualifications, Knowledge, Skills and Abilities:

Education:

• Bachelor's degree preferred

Experience:

• Two (2) or more years of management experience or three (3) or more years of administrative experience required
• Experience in a professional services firm preferred

License/Certifications:

• N/A

Software:

• Proficiency in Microsoft Office Suite
• PeopleSoft experience preferred

Language:

• N/A

Other Knowledge, Skills & Abilities

• Superior written and verbal communication skills, including advanced knowledge of current grammar and punctuation standards allowing for proactive and successful interaction with various levels of management and firm personnel
• Solid judgment and reasoning skills
• Strong management and delegation skills to effectively lead and direct Administrative support team
• Ability to maintain a professional demeanor and level of patience when dealing with difficult situations.
• Capacity to work in a deadline-driven environment while handle multiple projects/tasks simultaneously with a focus on details
• Capable of successfully multi-task while working independently or within a group environment
• Ability to conduct meetings, deliver presentations and speak in front of groups
• Comfortable with enterprise systems

Individual salaries that are offered to a candidate are determined after consideration of numerous factors including but not limited to the candidate's qualifications, experience, skills, and geography.

Colorado Range: $55,000 - $80,000