Administrative Assistant (In-Person)

Administrative Assistant (In-Person)

Department: Support

Location: Downtown Austin, TX (May occasionally be required to work at Round Rock office)

Who We Are

Maxwell Locke & Ritter LLP is the largest locally owned accounting firm in the greater Austin area. We’re known for offering exceptional work-life balance and our dedication to our people, our clients, and our community. We’ve been named Accounting Today’s  “#1 Best Mid-sized Accounting Firm to Work For” in the US three of the past four years, with a 2nd place ranking in 2020.

What Sets Us Apart

We’re redefining what it means to work in public accounting by:

  • Instilling the belief that “No success at work is worth failure at home,” while recognizing everyone’s version of “home” is unique to them
  • Leaning on our core values and showing genuine care and concern for one another
  • Empowering our people to do what’s best for them, while providing exceptional client service
  • Cultivating an environment that allows our people to thrive personally
  • Investing in the professional growth of our people

Want to see it for yourself? Check out our  Instagram (@maxlocrit) and watch this video to learn about the employee experience at ML&R.

What You’ll Be Doing

As a member of our Front Desk Team, this individual will play an integral role in the daily office operations and administration. This role will serve as the “Director of First Impressions” at our Austin office and will work as part of our front desk team to help ensure that the office is operating optimally to meet the needs of our clients and employees. This is a full-time, non-exempt position. Overtime may be occasionally required during peak periods.

Our Commitment to DEI

As a firm that embraces people from different backgrounds, we encourage applications from those who identify with the BIPOC or LGBTQ+ communities, possess visible or hidden disabilities, and/or have served in the military. Let us know if you prefer certain pronouns or if you need reasonable accommodations at any point throughout our recruitment and selection process.

Maxwell Locke & Ritter is committed to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion at all levels of our firm. To support this endeavor, our DEI committee focuses internal efforts on awareness, recruitment, and outreach.

Maxwell Locke & Ritter LLP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

What We Offer:

  • PTO: 22 days (increases with firm tenure) plus 8 paid holidays and 2 floating holidays
  • Paid parental leave and paid bereavement leave
  • Annual bonus through profit-sharing plan
  • 401(k) plan including profit-sharing contribution
  • Insurance: medical insurance (cafeteria plan including medical and dependent care flexible spending accounts), dental insurance, vision insurance, term-life and accidental death and dismemberment insurance, short-term disability, long-term disability
  • Employee assistance program
  • Continuing professional education
  • Hybrid, flexible scheduling
  • Many more perks and benefits

(Employees must work a minimum of 30 hours a week to be eligible for the following benefits:  Medical, Dental, Vision, Health Savings Account, Limited Purpose Medical Flexible Spending Account, Full Medical Flexible Spending Account, and Dependent Care Flexible Spending Account, Term Life and AD&D, Long-term Disability and Employee Assistance Program.)

What We’re Looking For:

  • Minimum 1 year of relevant work experience (Experience at a CPA or professional services firm a plus)
  • High school diploma or equivalent
  • Highly motivated team player
  • Ability to demonstrate friendly, professional demeanor to all associates, partners and clients of the firm at all times
  • Superior organization and project management skills with proven ability to be detail-oriented, prioritize appropriately and meet deadlines
  • Strong verbal and written communication skills
  • Ability to work well both independently and with others to help accomplish the overall mission and goals of the firm and to provide a high level of customer service
  • Ability to adapt to changes in the work environment, including managing competing demands and dealing with frequent change, interruptions, or unexpected events
  • Excellent problem-solving skills
  • Ability to maintain a high level of confidentiality
  • Proficiency with Microsoft Office Suite, Adobe Acrobat

Responsibilities for this role include, but are not limited to the following:

  • Serve as primary front desk associate in our Austin office:
    • Ensure that the office is ready to open at 8am
    • Answer and direct incoming phone calls
    • Welcome and direct any visitors or clients
    • Assist clients and other guests with parking validations
    • Maintain cleanliness / appearance of front office, meeting rooms and other common areas of the office
    • Complete daily closing duties to help ensure the office is ready for the next business day
    • Occasionally provide back up in our Round Rock office
  • Assist in communication to employees regarding office procedures and relevant building updates and announcements
  • Office mail / delivery management
    • Receive and distribute incoming mail and deliveries, including scanning and distributing electronically
    • Facilitate courier deliveries
    • Process outgoing mail, including taking certified mail to the post office when needed
  • Coordinate food deliveries for various internal and client meetings and assist with catering setup and cleaning as needed
  • Order and stock break room supplies
  • Work with new hires to coordinate appointments for professional photos
  • Coordinate building access for employees, including requesting and deactivating access cards
  • Assist employees with building parking requests / questions
  • Coordinate with external vendors, building management, and maintenance as needed, including requesting vendor access and coordinating with vendors to obtain current Certificates of Insurance as needed
  • Assist Partners with scheduling and other needs as they arise
  • Review and approve vendor invoices for payment as assigned
  • Provide backup to other support team members as needed
  • Participate in support team meetings and contribute to ongoing process improvement
  • Other tasks as assigned
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