Administrative Assistant – Responsibilities & Expectations.
Software:
- QuickBooks Online.
- Canopy.
- Grasshopper.
- Leadconnector.
- Monday.com.
Client Communication (Systems: Grasshopper, Email & Canopy):
- Manage incoming calls, text messages, voicemails, and emails.
- Respond to clients and follow up on unanswered messages.
- Schedule meetings, appointments, and client calls.
- Send reminders for missing documents, payments, and outstanding requests.
- Document client conversations, meeting notes, and follow-up items in Canopy.
- Notify management of urgent matters or issues requiring attention.
- Present company overview to prospects.
Document & Task Management (System: Canopy):
- Organize client files: Rename documents consistently, identify the document type and tax year, and organize files into appropriate folders.
- Standardize client folders: Create a consistent structure for tax returns, financial statements, audit documents, contracts, and other relevant files, organized by year when applicable.
- Update client information: Review client records to ensure contact names, phone numbers, emails, and business information are accurate.
- Manage client requests: Create requests for missing documents, questions, and information needed from clients. Follow up and mark requests complete once resolved.
- Manage staff tasks: Create and assign tasks when clients or management request work. Include instructions, due dates, and supporting notes.
- Monitor task completion: Review staff assignments and verify that completed work is accurately marked complete.
- Maintain client notes: Record call summaries, meeting discussions, client requests, and action items.
- Manage prospects and new clients: Create prospect records after consultations, maintain notes, and establish client profiles once engagement and onboarding requirements are satisfied.
Invoicing & Payment Tracking (Systems: Canopy, QuickBooks & Payment Platforms):
- Create and send invoices according to the engagement terms and approved billing schedule.
- Ensure all completed billable work has been invoiced.
- Monitor incoming payments across all payment platforms.
- Match payments to the correct client invoices in QuickBooks.
- Update Canopy to reflect payments received through other platforms.
- Verify payments made through Canopy: Confirm payment is recorded and properly matched in QuickBooks.
- Verify payments made through recurring payment platform: Monitor monthly automatic payments and update Canopy and QuickBooks as needed.
- Verify payments made through Republic Bank: Track tax preparation fees received through refund-related payments and mark corresponding invoices paid.
- Verify payments made through QuickBooks: Confirm payments received directly in QuickBooks are reflected in Canopy.
- Verify payments made through other payment methods: Record and match bank transfers, Cash App, Zelle, checks, or other approved payments.
- Prevent duplicate payment entries when updating both systems.
- Follow up on unpaid or overdue invoices and flag discrepancies.
Accounts Payable & Bill Management (System: QuickBooks Online):
- Receive and organize bills from vendors and different business entities.
- Upload bills into the correct company's QuickBooks account.
- Enter vendor information, bill date, amount, payment terms, and due date.
- Attach the original invoice or supporting documentation.
- Review for duplicate bills or missing information.
- Track unpaid bills and upcoming due dates.
- Once management pays a bill, match the payment to the corresponding bill in QuickBooks.
- Report bills requiring approval or additional attention.
Monthly KPI Board Management (System: Monday.com):
- Provide a monthly snapshot of the status and overall health of every client and service.
- Verify information directly in Canopy and QuickBooks rather than relying only on staff updates.
Bookkeeping KPI Board:
- Reports Uploaded: Check Canopy to verify financial reports were uploaded and record the upload date.
- Reconciliation Completed: Review QuickBooks to confirm each bank and credit card account has been reconciled for the reporting month.
- Outstanding Transactions: Record the number of unresolved transactions remaining from the prior month.
- Canopy Tasks: Review tasks to confirm they have been completed and accurately updated.
- Client Payments: Verify whether the client's monthly invoice has been paid.
Tax Preparation KPI Board:
- Client documents received.
- Tax return prepared.
- Return reviewed and client authorization received.
- Tax return filed and accepted.
- Client invoice paid.
Audit & Assurance KPI Board:
- Engagement and planning completed.
- Requested client documents received.
- Audit testing and workpapers completed.
- Final review and report delivered.
- Client invoice paid.
New Client Onboarding KPI Board:
- Initial consultation completed.
- Engagement letter signed.
- Client profile established in Canopy.
- Required documents and access received.
- Initial invoice and workflow established.
Monthly Expectations:
- Maintain a separate reporting period for each month.
- Update the KPI boards throughout the month.
- Verify information using Canopy, QuickBooks, and other relevant systems.
- Identify clients who are on track, behind, or missing information.
- Provide management with a summary of completed, pending, and overdue work.
- Ensure the bookkeeping dashboard is updated before the 15th reporting deadline.
Audit Questionnaires & Client Information Requests (System: Canopy | AI Assistance Where Appropriate):
- Assist with preparing questionnaires and document request lists for audit, review, and accounting engagements.
- Organize management questions into clear sections.
- Create individual client requests in Canopy for documents and information needed.
- Include requested financial records, supporting documentation, explanations, and management confirmations.
- Use approved AI tools to help draft questionnaires, checklists, and initial request outlines.
- Track outstanding responses and follow up with clients.
- Update requests as documents are received.
- Notify management when responses are incomplete or require professional review.
SOP Development & Process Improvement:
- Assist with documenting the firm's standard operating procedures (SOPs).
- Create step-by-step instructions for recurring administrative processes.
- Help implement approved company policies and procedures.
- Develop checklists and email templates.
- Standardize workflows across Canopy, QuickBooks, Monday.com, and other software.
- Identify opportunities for automation and efficiency improvements.
- Help train staff on new administrative procedures.
- Monitor whether processes are being followed consistently.
Daily Priorities:
- Manage calls, emails, and client responses.
- Review Canopy tasks and client requests.
- Follow up on missing information.
- Update client notes and records.
- Review invoices, payments, and bills.
- Update Monday.com as assignments progress.
- Escalate overdue or urgent matters.
Weekly Priorities:
- Review all overdue staff tasks and client requests.
- Verify Canopy and Monday.com statuses.
- Review outstanding invoices and unmatched payments.
- Check progress on monthly bookkeeping, tax, and audit engagements.
- Work on assigned document cleanup and SOP projects.
- Provide management with a short summary of client progress and outstanding issues.
Overall Expectation:
- The administrative assistant should serve as the central point of coordination for Pettes LLC.
- Ensure every client receives timely communication.
- Ensure every client file is organized and properly maintained.
- Ensure every outstanding request has a follow-up.
- Ensure every staff task has an owner, deadline, and accurate status.
- Ensure every invoice and payment is tracked correctly.
- Ensure every monthly KPI accurately reflects actual progress.
- Ensure every important issue is documented and escalated.
- Reduce the owner's administrative workload while improving accountability, client service, organization, and overall firm efficiency.
