Administrative Assistant

Join James Moore & Co., P.L. – Build Your Future with a Top 200 Firm!  

James Moore & Co., P.L. is a Top 200 public accounting and business consulting firm located in Florida with offices in Daytona Beach, DeLand, Gainesville, Ocala, and Tallahassee. Our practice includes tax, assurance, accounting & controllership, wealth management, HR solutions, technology solutions, data analytics and business intelligence, and business advisory services. Our diverse industry specializations include start-up technology, healthcare, government, nonprofit, manufacturing, higher education, construction, and real estate. For more information about our firm, please visit us at: www.jmco.com.

We're searching for an Administrative Assistant to join our firm in our Ocala office (in office position). The Administrative Assistant supports the functions of the firm and various service lines by handling administrative tasks and providing clerical support. These responsibilities include administering correspondence, scheduling appointments, maintaining records, greeting clients, vendors, and other visitors to the office, providing general assistance for employees and clients, and performing various administrative and clerical tasks as needed.

This is a full-time non-exempt position. Days and hours of work are Monday through Friday, 8 a.m. to 5 p.m. Eastern Time Zone. This position occasionally requires long hours and weekend work, especially during certain business cycles.

Full-Time Employee Benefits:

• You’re Covered: Generous benefits package with comprehensive healthcare options that include healthcare, dental, and vision insurance for all full-time employees.
• 12 Paid Holidays: Including a full week of winter break in December 
• Summer Schedule: With the option for a modified schedule M-Th and a half workday on Fridays 
• Tuition Reimbursement: Available for eligible education expenses 
• 401(k): Firm contributes 4-5% annually, regardless of personal contributions 
• "Dress For Your Day": Allows professional attire flexibility

Required Qualifications:

• High school diploma or equivalent experience.
• 1+ years of administrative experience.
• Proficient with Microsoft Office Suite or related software.
• Must have a valid Driver’s License with an acceptable driving record and ability to operate a motor vehicle.

Preferred Education and Experience

• Bachelor’s degree in business administration or related discipline.
• 3+ years of administrative experience.
• Prior experience in public accounting or another professional services organization.

Key Responsibilities:

• Manage and prioritize incoming and outgoing correspondence, including email, phone calls, and mail, ensuring prompt and accurate routing.
• Prepare, compile, and distribute complex documents, reports, and presentation materials for internal teams and clients.
• Coordinate the preparation, packaging, and shipment of materials for clients and employees, ensuring accuracy and proper tracking.
• Serve as a primary point of contact for clients, vendors, and guests, providing a professional and welcoming experience
• Oversee scheduling for facility maintenance and repairs, coordinating with vendors and internal stakeholders to minimize disruption.
• Assist and arrange employee appointments, meetings, travel itineraries, and related logistics.
• Respond to employee and client inquiries in person, by phone, and electronically, delivering timely and accurate information.
• Support in tracking compliance-related documentation by maintaining records and routing forms for review.
• Draft, proofread, and distribute professional communications, including memos, letters, forms, and spreadsheets.
• Process and reconcile invoices, addressing vendor billing issues, and coordinate with accounts payable to ensure timely payment.
• Manage office supply procurement, including budget tracking, ordering, receiving, and inventory management.
• Ensure meeting rooms, breakrooms, and hotel spaces are maintained in a clean, organized, and functional state, ready for scheduled use.
• Collaborate across various organizational departments and work with cross-functional teams to execute goals.

 

Start the conversation by applying here: https://careers.jmco.com/. 
For more information about our firm, please visit: www.jmco.c