Operations Associate

Administrative:

• Welcome clients, practitioners and visitors to the office and assist them as needed
  
• Coordinate with outside vendors and report service issues related to office equipment
  
• Prepare outgoing mail, faxes and packages
  
• Assist in coordination and execution of company events, lunches, meetings, etc.
  
• Maintain, clean and organize public office spaces
  
• Conduct monthly inventory checks of office supply stock, reorder supplies as needed
  
• Track orders and maintain vendor relationships
  

Check Printing:

• Print checks required for sales tax filings
  
• Verify check numbers and related information for accuracy
  
• Organize printed checks and make them available for the return-to-check matching process
  
• Review final checklists for paper tax returns and prepare courier batches
  
• Update and maintain records related to check printing and filing activities
  

Exemption Certificate Management

• Upload and organize exemption certificates in the certificate management system
  
• Review certificates for completeness and required information using established guidelines
  
• Ensure certificates are accurately associated with the appropriate client and customer records
  
• Identify and flag missing, incomplete, or expired certificates for management review
  
• Maintain accurate certificate records and update statuses as needed
  
• Assist with certificate tracking, reporting, and other administrative tasks as assigned
  
• Escalate exceptions and questions to management for review and resolution
  

Compliance and Notice Management:

• Scan and upload notices and other documents received from jurisdictions
  
• Log notices in the appropriate client accounts
  

Critical Competencies:

• Attention to Detail – Demonstrates accuracy and thoroughness in completing tasks, reviewing information, and maintaining records
  
• Organization and Time Management – Effectively prioritizes assigned tasks, manages competing responsibilities, and meets established deadlines
  
• Dependability and Accountability – Consistently completes assigned work accurately and on time, follows through on commitments, and takes responsibility for the quality of work
  
• Communication Skills – Communicates clearly and professionally, both verbally and in writing, and asks questions or seeks clarification when needed
  
• Problem Solving – Identifies discrepancies or issues, follows established procedures to address routine problems, and escalates matters requiring additional guidance
  
• Adaptability and Initiative – Adjusts to changing priorities, learns new processes and systems, and proactively identifies tasks requiring attention
  
• Teamwork and Collaboration – Works cooperatively with colleagues across departments and contributes to a positive, productive work environment
  
• Process Compliance – Consistently follows established procedures, maintains accurate documentation, and handles sensitive information with appropriate confidentiality
  

Position Requirements:

• A high school diploma or equivalent
  
• Prior experience in an administrative role
  
• Proficiency in Microsoft Office
  
• Excellent verbal and written communication skills
  
• Ability to manage multiple tasks and meet established deadlines
  
• Ability to follow detailed procedures and maintain accurate records