What are the responsibilities and job description for the Office Assistant/Document Management Specialist - Clayton, MO position at The StarWood Group?
The ideal candidate will provide essential support to the executive team by assisting with filing systems, performing bookkeeping tasks, handling bill payments, and managing legal documents. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. The role will be an integral part of supporting a single family office / holding group.
Key Responsibilities :
General Administrative Support :
Assist with scheduling and coordinating meetings and external communications with vendors and stakeholders.
Sort and process the mail for various entities.
Perform other administrative tasks as needed.
Handle confidential information with discretion.
Filing and Document Management :
Maintain and organize physical and electronic filing systems.
Ensure all documents, including legal documents, are accurately filed and easily accessible.
Retrieve files and documents as requested by staff.
Manage and oversee document management systems to ensure compliance with legal and regulatory requirements.
Bookkeeping :
Record financial transactions in accounting software.
Reconcile bank statements and financial records.
Assist in preparing financial reports and statements.
Bill Payment :
Process and pay invoices in a timely manner.
Monitor and manage accounts payable.
Communicate with vendors regarding billing issues and discrepancies.
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that will be required of the employee for this job; all of which may change at any time with or without notice.
Qualifications : Required :
Associate degree or higher.
Experience in an administrative, office assistant, or paralegal role.
Proficiency in Microsoft Office Suite.
Preferred :
Familiarity with bookkeeping and accounting principles.
Excellent communication and interpersonal skills.
Attention to detail and accuracy.
Strict adherence to professional ethics.
Ability to successfully contribute to the values and business plans of the family office and its business entities.
Paralegal certification or relevant legal experience.
Working Conditions :
Typical office hours are 8 am to 5 pm.
Ability to work a flexible schedule to accommodate project deadlines as determined by the workload, family member expectations, and requirements of business entities.
Ability to sit for extended periods of time.
Ability to speak English to communicate with family members and staff.
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