Bill Pay/Family Office Accounting Divisional Admin Assistant

BP/FOA Divisional Admin Assistant

Full Time | On Site

Company Overview

At Plumb, we focus on the numbers so our clients can focus on growing their business- helping them save time and gain clarity while remaining in control.

Plumb has two main sides to our business, Corporate Accounting/Software services (ThinkPlumb.com), and Family Office Accounting/Bill Pay services (PlumbBillPay.com). We have been in business since 1996 and have 80+ employees, providing premier family accounting and bill pay services to ultra-high net worth (UHNW) families and family offices nationwide.

Our 13 Principles (https://www.thinkplumb.com/about/) are at the core of who we are and continuously strive to be. Whowe are (as individuals and members of the Plumb community) is consistently reflected in what we do. If you embrace a similar mindset, we encourage you to read on.

Job Description – Essential Functions/Core

At Plumb, our Administrative Assistants are resourceful problem solvers and strategic, business-minded professionals who thrive in a fast-paced working environment. Admins are detail-oriented, problem solvers that are calm under pressure, adjust to evolving client and team needs, and find solutions to any needs and concerns.Specific examples of a typical day/week are as follows:

• Client Service – You thrive on taking responsibility for your clients’ needs. You enjoy supporting both client and teammates: no task is too small for you.
  • Managing client mail.
  • Tracking all new vendors for clients.
  • Tracking all 1099 applicable vendors and collecting to submit 1099’s at EOY.
  • Managing prints job requests for clients sent in by associates.
  • Generating Label Requests – USPS & FedEx.
  • Providing excellent and professional customer service through various channels of communication.
  • Depositing client checks.
  • Managing 2-factor authentication codes.
  • Bank Account setup for client check printing.
  • Setting up clients in the Bill Pay App.
  • Converting pre-existing QBD books to QBO.
    • Creating QBO accounts for new and pre-existing clients.
  • Managing and maintaining QBO Billing spreadsheet.
  • Updating FOA Reporting Excel on a weekly basis.
  • Processing bank payments and statement requests.
  • Work closely with internal Bill Pay and Accounting team members to facilitate check. printing, signing and distribution.
  • Maintain various bank and client tracking spreadsheets.
  • Support Plumb Office Admin in their absence (Provide front office support when Plumb Office Admin is out).
• Team Mentality/Support – Embracing a Plumb mindset in completing tasks, understanding team priorities, and contributing to the completion of set goals and deadlines.
  • Prioritize workload, keeping utilization metrics consistent with set goals.
  • Set SMART goals for individual needs to ensure professional growth and success within our Plumb community. Be proactive and responsive to workload.
  • Develop and foster positive, respectful relationships with clients, advisors, and team members. Be consistent and thorough in delivery and task completion.

Job Description – Future/Bigger Picture

Admins are experts at balancing detailed projects and tight deadlines. Our admins have a talent for providing support to others and have a genuine interest in understanding how your role impacts the FOA/BP divisions. Some areas where this position can contribute are as follows:

• Customer Oriented- Be able to provide quality customer service by telephone or email in a fast-paced environment. Provide professional telephone etiquette, and pride yourself on a job well done. Thrive on helping, assisting, and supporting everyone around you, all the time. No task is too small for you.
• Effective Communication – You interact and engage well with all levels of an organization. Over the phone or by email, you can convey just about anything to anyone and help him or her feel heard & understood, every time.
• Manage Expectations- Be able to customize the client experience to meet their specific goals and needs. Ensure team and clients objectives are met by providing proactive communication and effectively managing your workload and deadlines.
• Think Plumb- Bring new ideas to the table that add value to our Plumb community: focus on responsive solutions that help manage client and team expectations. Model Plumb Principles in action to your team.

Software Skills

The following software systems are used frequently, and experience is preferred:

• QuickBooks Desktop
• QuickBooks Online
• Sage Intacct

Skillsets and Recommended Requirements

We are looking for a candidate who can develop strong client relationships through proactive communication, contribute to a collaborative team environment, and by identifying potential obstacles and possible solutions. Here are the primary skillsets and characteristics a successful candidate will possess:

• At least 2 years’ experience with front-facing customer service or administrative support experience.
• Ability to manage tasks and due dates.
• Strong attention to detail.
• Ability to meet deadlines.
• Excellent communication skills with solid interpersonal skills.
• Intermediate to advanced computer skills working with various office equipment, computers and programs including databases, Word, Outlook, PowerPoint, and Excel.