Key Responsibilities:
• Client System Coordination: Collaborate with clients to access their systems, including bank and credit card accounts, and assist in troubleshooting login information as needed.
• Document & Information Requests: Follow up with clients to collect missing documents and information essential for accounting tasks, ensuring timely responses.
• CRM Management: Maintain and update the firm's internal CRM system (Karbon), ensuring all client information, document requests, and follow-ups are accurately tracked and organized.
• Monthly Document Coordination: Coordinate and manage monthly document requests with clients, organizing these within the CRM for easy team access.
• Process Improvement: Proactively identify areas for improvement in current administrative processes, workflows, or tools, and present potential solutions to enhance efficiency.
• Client Communication: Communicate professionally with clients via email or phone, addressing inquiries and troubleshooting concerns with clarity and efficiency.
• Administrative Support: Provide ad hoc support, including organizing spreadsheets, updating internal processes, and creating presentations as needed.
Qualifications:
• Proven experience as a Virtual Assistant, Administrative Assistant, or similar role.
• Experience with CRM platforms; Karbon is highly preferred.
• Excellent written and verbal English communication skills.
• Strong organizational skills and high attention to detail.
• Proficiency in tools like Microsoft Office Suite, Google Workspace, and basic accounting platforms (QuickBooks or Xero is a plus).
• Ability to analyze workflows and suggest improvements to optimize processes.
• Ability to handle sensitive client data with the utmost confidentiality and professionalism.
• Self-motivated and able to work independently while meeting deadlines.
• Availability to work U.S. business hours (Eastern, Central, or Pacific Time).
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