Job Summary:

The Senior Office Administrator is charged with overseeing local office administrative operations with complex needs such as management of administrative staff across multiple BDO offices and/or unique demands due to the large size of the office and admin staff. This position must be familiar with all BDO administrative processes. This role executes decisions of the Firm, works with Market Managing Principals and Practice Leaders, and serves as the liaison between principals, staff, the local office, and other offices within the Firm. The Sr. Office Administrator is charged with overseeing decisions regarding administrative issues within their assigned location(s) and within the market as needed.

Job Duties:

• Oversees multiple BDO locations and properly guides/directs local office admin staff, cross-utilizing as needed
• Effectively handles and navigates employee performance matters with appropriate documentation and involvement from supervisor and People & Culture
• Thoroughly understands administrative technical functions in support of firm business lines
• Supports implementation of new firm processes, being solutions-oriented to help ensure the success in local office
• Oversees records management activities, including firm 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
• Partners with National Real Estate to ensure that landlord and BDO comply with contractual requirements
• Coordinates local purchasing process to control all supplies and oversees management of inventory
• Manages the day-to-day operations of the facility to ensure proper functioning of the office
• Analyzes office space allocations and requirements and recommends improvements as needed; ensures local office compliance with firm seating protocols
• Demonstrates support for Firm goals, objectives, and initiatives
• Implements appropriate training policies and programs for administrative staff
• Partners with National Office in disseminating communications to ensure compliance with Firm policies and procedure
• Consults with and advises Principals and Practice Leaders on various administrative issues
• Monitors local office expenditures to ensure compliance with forecasted budgets
• Provides support to Assurance, Advisory, and Tax business lines (e.g. managing e-filing, handling tax systems administration, sending missing time reports, collaborating with Receivables Management to collect client fees, etc.), as needed
• Participates in local recruiting and new hire on-boarding activities, as needed (including welcoming new employees and assisting with new hire office familiarization, intake, and paperwork, as needed)
• Partners with local, regional, and national business development professionals to coordinate and manage Admin support of local sales and marketing activities including events, CRM data entry, and proposal and presentations development in accordance with BDO standards
• Other duties as required

Supervisory Responsibilities:

• Supervises all Administrative support personnel within assigned office(s)
• Serves as manager, career advisor, and mentor to administrative team members
• Demonstrates strong leadership, reasoning skills and sound judgment in alignment with firm core values
• Evaluates the performance of administrative staff and assists in the development of goals and objectives to enhance professional development
• Collaborates with Office Managing Principals and Human Resources to interview, hire, and terminate employees
• Conducts regular administrative meetings
• Monitors administrative staff schedules to include coordination of time-off and integrated workflow between business lines
• Partners with Sr. Manager of Administration, Practice Leaders, and Market Leaders to determine appropriate administrative staffing and support
• Completes compensation planning for local administrative staff

Qualifications, Knowledge, Skills, and Abilities:

Education:

• High School Diploma/GED, required
• Bachelor’s degree, preferred

Experience:

• Three (3) or more years of management experience, or five (5) or more years of administrative experience, required
• Experience in a professional services firm, preferred
• Project management experience, preferred
• Administrative experience, preferred

License/Certifications:

• N/A

Software:

• Proficiency in the Microsoft Office Suite
• PeopleSoft, Oracle, or comparable enterprise resource planning (ERP) software experience, preferred

Language:

• N/A

Other Knowledge, Skills, & Abilities:

• Strong management and delegation skills to effectively lead and direct Administrative team
• Excellent interpersonal skills with the ability to relate with diverse personalities in a tactful and mature manner
• Ability to respond tactfully and professionally in high demand situations
• Superior verbal and written communicate skills
• Ability to successfully multi-task while working independently or within a group environment
• Demonstrates critical thinking skills and is solutions-oriented