Administrative & Quality Support Specialist

The Administrative & Quality Support Specialist provides high-quality administrative and document support across the firm, with a particular focus on the Assurance and Tax departments. This position plays an important role in proofreading, editing, formatting and assembling client deliverables; maintaining accurate information in firm systems and databases; and providing responsive administrative and client service support.

This is a hands-on role for someone who takes pride in accuracy and quality, has exceptional attention to detail, and enjoys supporting multiple teams and priorities.

Essential Job Functions

Document Production, Proofreading & Quality

• Proofread and edit client-facing and firm documents for spelling, grammar, formatting, consistency, and completeness.
• Format, edit, and finalize documents using Microsoft Word.
• Review completed work for adherence to established firm quality-control standards.
• Identify errors, missing information, formatting inconsistencies, or unusual circumstances and communicate them to the appropriate team member.

Reporting & Assembly

• Prepare and assemble electronic and printed client deliverables for Assurance and Tax.
• Complete established reporting, assembly, and quality-control procedures.
• Verify that required components are complete and properly organized before final delivery.
• Assist with Reporting & Assembly needs across offices based on workload and priorities.
• Provide additional support during department deadlines and peak workload periods.

Administrative & Database Support

• Provide administrative support to Assurance, Tax, and other firmwide functions.
• Enter, update, maintain, and verify information in firm databases and administrative systems.
• Organize and maintain electronic files, records, templates, and departmental resources.
• Assist with recurring administrative processes and department needs.

Workflow & Team Support

• Manage assigned work and coordinate with team members regarding priorities and deadlines.
• Follow up on missing information needed to complete assigned work.
• Provide backup support for administrative and Reporting & Assembly functions across the firm.
• Assist team members across departments and office locations as workload and business needs require.

Client Service & Front Desk Support

• Provide backup support for front desk and reception functions as needed.
• Assist with client communications by phone, email, and in person.
• Direct client questions and requests to the appropriate team member.
• Assist with general office and client service needs.

Procedures & Process Improvement

• Follow established work instructions, policies, procedures, and quality-control processes.
• Assist with maintaining and updating work instructions, templates, checklists, and departmental resources.
• Identify opportunities to improve administrative workflows, document quality, and efficiency.
• Communicate process issues and improvement opportunities to the appropriate team members or firm leaders.
• Assist with implementation of process and procedure updates.

Special Projects & Firmwide Support

• Assist with firm and department special projects.
• Provide administrative assistance to other departments and firm initiatives as needed.
• Support seasonal and deadline-driven projects.
• Perform other duties as assigned to support firm, department, and client service needs.

Qualifications

Qualifications, Skills & Personal Attributes

Quality & Attention to Detail

• Exceptional attention to detail and a strong commitment to accuracy and quality.
• Strong proofreading, editing, spelling, grammar, and document-formatting skills.
• Ability to identify errors, inconsistencies, missing information, and unusual circumstances.
• Takes ownership of producing complete, accurate, and professional work.

Technology & Administrative Skills

• Proficiency with Microsoft Word and Excel.
• Comfortable learning and working with databases, document-management systems, and other business software.
• Strong data-entry skills with an emphasis on accuracy and completeness.
• Ability to organize and maintain electronic files, records, templates, and other administrative resources.

Organization & Prioritization

• Strong organizational skills with the ability to manage multiple assignments and competing deadlines.
• Ability to adjust priorities as business and client needs change.
• Ability to maintain accuracy while working with frequent interruptions.
• Consistent and timely completion of responsibilities.

Communication & Client Service

• Strong written and verbal communication skills.
• Professional, responsive, and service-oriented approach when interacting with clients and team members.
• Strong interpersonal skills, including tact, good judgment, and professionalism.
• Ability to communicate questions, issues, and missing information clearly and appropriately.

Collaboration & Work Style

• Collaborative approach and ability to work effectively with people across departments and office locations.
• Self-starter who can work independently while also contributing as part of a team.
• Positive, flexible approach and willingness to assist where needed.
• Ability to work effectively with different personalities and changing priorities.
• Dependable and reliable, including consistent attendance.

Preferred Experience

• Previous experience in administrative support, document production, proofreading, editing, or database management.
• Experience preparing or reviewing professional or client-facing documents.
• Experience using Microsoft Word and Excel in a professional environment.
• Experience in an accounting, legal, financial services, or other professional-services environment is helpful but not required.