Administrative Assistant

Pivotal Finance is an outsourced advisory, accounting, and tax firm focused on serving the unique needs of small and medium-sized businesses and their owners. Based in Auburn, AL, and serving hundreds of clients across the United States, we provide advisory, accounting and tax solutions on a fractional basis.

We are building Pivotal a different way, unencumbered by the way CPA firms have traditionally supported their clients. Our approach is based on a few simple ideas:
Build a team of engaged, talented accounting, finance, and tax professionals who are passionate about the work they perform. Empower them to solve our clients' biggest (or smallest) problems. Utilize technology to enhance the client experience and eliminate friction. Engage with the customer the way they want to be engaged.

It is this combination of talent, experience, and flexibility that allows us to be a pivotal member of the team for each of our clients.

The Administrative Assistant serves as the central assistant to members of Pivotal Partner team and supports the firm through front desk responsibilities. The first point of contact for our firm, this person extends professional hospitality to all visitors –clients and guests– in addition to executing administrative tasks to the highest quality standards. Positivity, hospitality, integrity, confidentiality, and trustworthiness characterize the right person for this role.

Attention to detail, initiative, coordinating a demanding schedule, and contributing to personal correspondence are key components of this position.

Job Responsibilities

• Greet office visitors and direct them to the appropriate place
• Answer phones in a polite and professional manner, screening and directing calls appropriately
• Schedule and prepare for meetings to include reserving rooms and coordinating meals for attendees
• Perform a variety of administrative and clerical support tasks, such as sending emails, copying, scanning, filing, and recordkeeping
• Sort and distribute mail, ship and track packages, and keep a detailed record of all outbound mail
• Anticipate office supply needs, keeping inventory, ordering, and stocking as needed
• Utilize a CRM system to locate, create, and update client records
• Assist with event coordination, to include arranging in-house employee celebrations, socials, and an annual off-site Christmas party
• Work on special projects, as needed
• Perform specific HR administration-related activities, including:
  • Coordinate employee onboarding, including workspace setup, new hire kits, workspace readiness and team introductions
  • Answer employee inquiries regarding company policies, procedures, payroll, and benefits, to include guidance in benefit enrollment
  • Coordinate open enrollment process, processing benefit-related paperwork and ensuring collection of compliance documents (I-9, W-4, NDAs, e-verify, contracts)

• High School diploma required;
  Associate's Degree or equivalent experience is a plus
• Dependability and a professional demeanor
• Excellent phone, written, and verbal communication skills
• Excellent proofreading, grammar, and punctuation skills
• Strong attention to detail and focus on accuracy
• Ability to multitask
• Ability to work independently and as part of a team
• Proficiency in Microsoft Office applications
• Competence with technology and learning new software applications, such as workflow software and CRMs
• Experience with various office machines: multi-line phone, copier, scanner, and fax
• Human Resources experience is a plus
• Basic Accounting knowledge is a plus

Pivotal Finance provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, citizenship status, age, disability, or any other category protected under applicable law. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

This job posting is being managed by Forrest Johnson Recruiting on behalf of Pivotal Finance