Office Administrator

Ascend Partner Firms•Kirkland, WA

20d•Onsite

About The Position

The Office Administrator serves as the operational backbone of the firm, ensuring a professional, organized, and welcoming environment for team members and clients alike. This role is highly visible and requires a proactive, service-oriented individual who can manage a broad range of administrative, facilities, and client-facing responsibilities. The Office Administrator is responsible for a variety of tasks that bundle into three core areas of responsibility: flow management, space management, and vendor management. This role is essential to the day-to-day operations of the firm and requires a proactive, organized individual who delivers exceptional customer service to both internal and external clients. This position reports directly to the Senior Manager of Tax Operations and is based in Kirkland, Washington, with a on-site work schedule.

Requirements

Associate's degree or higher
Valid driver's license and reliable transportation
Customer service oriented with a warm and professional demeanor
Discreet and professional when handling sensitive client and firm information
Self-motivated and disciplined with the ability to anticipate the needs of the office and team
Highly organized with strong attention to detail
Proficiency in Microsoft Office 36, including Outlook, Word, Excel, PowerPoint, and SharePoint
Demonstrated experience in managing multiple tasks and in organizing and prioritizing work assignments and ongoing duties
Ability to communicate effectively and timely in writing and verbally with colleagues, clients, and other external partners
Ability to work effectively in a diverse team environment

Nice To Haves

Prior experience in a professional office or professional services environment

Responsibilities

Maintain common areas including the kitchen, breakrooms, and office supplies
Prepare and maintain conference rooms for meetings, including food and beverage and printed materials
Support office and desk assignments, office map, and remote team member accommodations
Serve as the first point of contact for the firm, answering incoming phone calls, and greeting visitors
Handle all incoming and outgoing communications, including daily mail, faxes, and shared mailbox emails
Handle client document drop-offs, pick-ups, and on-demand service requests
Support internal and external firm events
Maintain, budget, and optimize office vendor services and relationships
Contribute to the firm's intranet service
Perform other duties as assigned by the department managers