Administrative Support Specialist

Lombardo Ayers & Company, LLC•Bestgate Terrace, MD

About The Position

We are a full-service Certified Public Accounting firm offering tax, audit, consulting, and business advisory services to clients in a wide variety of industries. Due to our continued growth, we are constantly seeking talented individuals to join our team of professionals in providing superior client services. This position will allow you to grow and develop with a wide variety of projects and services. We offer training and education opportunities and provide prospects for advancement. The Administrative Support Specialist is an integral member of the Client Accounting and Advisory Services (CAAS) Team, acting as a liaison between clients, the CAAS team and other departments within the firm. This role supports the overall client experience from onboarding through ongoing service delivery and offboarding. By managing administrative, coordination, and client-facing support functions, this position allows CAAS accountants and CPAs to focus on advisory work and high-quality client service in a more proactive and efficient manner.

Requirements

Minimum of 3 years of administrative experience OR an Associate’s degree.
Strong written and verbal communication skills.
Proficiency in Microsoft Office, particularly Excel, Word, Teams and Outlook; PowerPoint experience is a plus.
Ability to manage multiple client and internal projects simultaneously and prioritize effectively.
Demonstrates critical thinking, sound judgment, and problem-solving skills.
Represents the firm in a professional and positive manner with clients and internal teams.

Nice To Haves

Experience in a public accounting or professional services firm is highly preferred.
Business Administration or Accounting degree is a plus.
Basic accounting or bookkeeping experience is a plus, including familiarity with accounting workflows and financial documentation.

Responsibilities

Manages the client onboarding process, including attending client kickoff meetings.
Coordinates engagement letter preparation, distribution, and final execution.
Sets up new clients in firm systems and ensures client information remains current.
Facilitates client offboarding and ensures files and systems are properly closed out.
Assists with scheduling client meetings and coordinating attendance by internal team members.
Organizes and prepares client data and materials in advance of meetings.
Responds to client requests and inquiries, resolving when appropriate or routing to the correct team member.
Works with clients and team members to ensure required documents and information are obtained timely.
Assists with client compliance reporting and administrative components of engagements.
Provides billing and invoicing assistance as needed.
Manages project scheduling and tracks key deadlines.
Troubleshoots and provides support for accounting-related software applications and client portals.
Assists with proposal development, presentations, and administrative support during the sales process.
Prepares and edits Word documents, Excel spreadsheets, and PowerPoint presentations.
Attends department and firmwide meetings as scheduled.
Supports special projects and other duties as assigned.