Office Assistant / Office Manager

Reception and Administrative Support

The assistant is responsible for managing reception duties, secretarial tasks, and supporting the administrative and accounting operations of the firm.

Reception

• Greet and direct clients, prospects, and visitors
• Receive and forward phone calls, messages, and emails

Secretarial Duties

• Collect, sort, and distribute mail
• Schedule appointments, manage team calendars, and book meeting rooms
• Organize meetings, seminars, and travel
• Prepare, format, edit, and send documents, reports, letters, contracts, etc., to clients or external organizations (financial statements, reports, engagement letters, tax filings, etc.)

Tools and Software: Office and specialized software, Internet

• Discretion
• Knowledge of internal and external stakeholders
• Basic understanding of accounting, taxation, and legal matters
• Prepares and manages the organization of technical files from an administrative standpoint
• Classifies and archives client files (legal deadlines, etc.)

Administrative and Accounting Management of the Firm

• Orders office supplies and materials for the service, manages inventory, and conducts stock counts under the supervision of a manager
• Maintains relationships with external service providers (repair technicians, suppliers, etc.): contacts repair technicians, prepares and forwards invoices, etc.
• Contributes to client billing: collects, verifies, and calculates hours by project, generates and sends invoices to clients after validation by the accountant and/or statutory auditor
• Organizes and handles telephone follow-up operations (clients)
• Knowledge of social and audit processes
• Familiarity with the organization of technical files
• Makes bank check deposits
• Monitors the processing of electronic declarations
• Oversees subscriptions to professional journals

Personnel Administration

• Assist with recruitment: sort resumes, send invitations, follow up on applications
• Help onboard new employees: distribute internal procedures, etc.
• Manage training schedules, monitor leave, assist with performance evaluations

Team Support

• Facilitate the transfer of administrative and lower-value tasks to accounting team members
• Support accounting staff by assisting with day-to-day tasks as needed
• Promote a team-oriented work environment

Communication and Marketing

• Identify internal and external communication strategies to promote services
• Develop and implement commercial and communication strategies: create service offers tailored to the needs and client profiles, define communication channels (website, forums, etc.), and establish pricing

Client Relations and Satisfaction

• Ensure client satisfaction, identify opportunities, research client industries and activities
• Participate in and organize local events

Commercial Development

• Assist with responses to RFPs (Request for Proposals) and support partners in selling new services
• Help organize business events and promote the firm’s service offerings to potential clients

Project Management

• Develop project proposals in line with client requirements and engagement letters
• Define appropriate methodologies tailored to client expectations and organization

Project Leadership

• Create project schedules, decide on necessary actions, and ensure follow-up
• Identify strategic and operational risks, notify the client and partners, and propose solutions
• Provide technical support to the team and resolve complex issues
• Organize project steering committees and brief the team on project progress

Cross-functional and Technical Skills

• Client interaction skills
• Listening and attention to detail
• Discretion
• Team management
• Knowledge in finance, accounting, management, audit, asset valuation, information systems, etc.
• Project management and planning
• Commercial acumen and negotiation skills

Human Resources Management

• Conduct internal training for consultants
• Lead recruitment interviews, participate in career development and performance evaluations

The Business Development Manager identifies growth opportunities, promotes new projects, markets, clients, and partners.

Other Titles

• Business Development Director
• Head of Development and Partnerships

Market Analysis

• Conduct studies, analyses, and provide recommendations on growth potential: new client segments, new products, new strategic or financial partners
• Prepare budgets, upon approval from general management, and assemble an internal project team

Negotiation, Monitoring, and Reporting

• Negotiate with partners and establish partnership agreements approved by the legal department
• Ensure active management and engagement of established partnerships
• Regularly report results to company management

Strategic Monitoring and Communication

• Conduct strategic monitoring and represent the company at professional events (conferences, trade shows, seminars, etc.)

Soft skills

• Strong verbal and written communication skills
• Client-oriented
• Results-driven with a focus on performance

Hard Skills

• Proficient in client relationship management
• Knowledge of banking products and services
• Understanding of banking regulations and ethics

Technical Skills

• Office software proficiency