Job Description

The Firm Support Specialist I role is responsible for providing assistance to employees and partners of Forvis Mazars by assisting in various administrative and operational tasks. This is a highly visible position that serves as the first point of contact for clients, visitors, and staff, ensuring a welcoming and efficient environment. The role is responsible for managing front desk operations, providing administrative support, and overseeing the upkeep and functionality of office facilities. A positive attitude and the ability to work in a team environment as well as independently is a must. What You Will Do The Firm Support Specialist I role is responsible for providing assistance to all employees and partners by assisting in various administrative and operational tasks. This is a highly detailed position that requires strong adherence to quality control standards. Core Responsibilities Provide support for Forvis Mazars Partners and Managing Directors to manage calendars, schedule meetings, travel logistics (booking flights, accommodations, and transportation) and handle correspondence. Oversee day-to-day office operations such as maintaining office supplies, equipment, and facilities. Handle all aspects of incoming and outgoing mail and packages. Maintain break rooms, kitchen, and social hub areas to ensure cleanliness and functionality, including servicing brewers, restocking beverage and snack stations, replenishing kitchen supplies, placing orders as needed, loading/unloading dishwasher, and perform additional related tasks as required. Handle incoming phone calls for multiple offices and related switchboard tasks with a lasting, positive impression of the Firm. Greet and assist visitors, clients, and employees in a positive, professional, and courteous manner. Perform all aspects of facility support. Ensure a clean, organized, and efficient office environment. Assist with planning and execution of local events, meetings, and/or. These local events will be those onsite and offsite. Serve as a central point of contact for internal and external inquiries and routing them to the appropriate individuals. Finalize documents in an electronic format such as PDF document or Word document and proper filing/organization of those documents. Prepare documentation for client delivery (print/bind/saving to external drive). Preparing and sending client invoices as requested. Entering supplier invoices to be processed for review and payment. Complete special projects as assigned. Assist with placing catering orders, set up and clean up. Liaise with IT to troubleshoot IT related hardware and software issues as requested (IT Liaison). Prepare and send documents for electronic signature. Maintain records and reconciliation of business expenses charged to the firm credit card. Work with new hire coach and guide to prepare for new hire Day 1 experience. Core Competencies Ability to interact with staff (at all levels) in a fast‑paced environment, sometimes under pressure, while remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism. Must be able to maintain and protect confidential matters. Strong proofreading and editing skills. Attention to detail and strong organizational skills while working under deadlines. Prompt, reliable, and dependable. Pleasant and approachable demeanor with an ability to handle interruptions. Willingness to cross‑train and work as part of a team. Tech‑savvy and agile, with strong technical aptitude and high adaptability; comfortable and capable of quickly learning and mastering both new and existing technologies. Availability to work the following hours: Monday - Friday 8:00am-5:00pm EST, with opportunity for additional hours when needed. Minimum Qualifications High school diploma or equivalent. Proficient in Microsoft Office Suite. Preferred Qualifications Associate's Degree. 1+ year of related administrative experience. #J-18808-Ljbffr Forvis Mazars, LLP

Job Tags

Similar Jobs