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Mazars USA LLP Administrative Specialist/Billing Lead, Consulting Office Services in New York, New York

**Job Description:**

**The Administrative Specialist/Billing Lead, CS Office Services**

Mazars USA is hiring - If you are looking for a career where you can truly **have a say**, **make an impact**, and **be** **valued**, Mazars is the right place for you!

**Role Responsibilities:**

The Administrative Specialist/Billing Lead will manage all aspects of administrative support as outlined below to the Risk Consulting practice, specifically to the cybersecurity service verticals. In addition, the employee will be responsible for all billing and high-level Executive Assistant duties for the cybersecurity partners. This role requires the professional to be highly organized, detail oriented, possess the ability to easily multi-task, work independently and be comfortable interfacing with all levels of internal management, staff, external clients, contractors, and vendors. Proficiency in completing projects and special assignments, tracking of project budgets, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem solving and making adjustments to plans are critical to success.

This is a national practice and we offer flexible work hours and locations: in office, remote, hybrid.

**Billing and Administrative Support for Risk Consulting:**

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Possess a thorough understanding of the Risk Consulting business, including operational knowledge of services provided to clients
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Complete conflict check documents for new client independence procedures
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Manage & complete the client & matter acceptances processes in CRM
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Demonstrate a thorough understanding of the consulting engagement life cycle
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Manage the application of the engagement management SOPs for consulting, from start to finish
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Possess a thorough understanding of the Paperless Billing system, and any/all contributing tools used to facilitate accurate billing procedures
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Manage billing monthly (or as determined by the agreed upon terms) for clients, working closely with the RC partners to understand, oversee and apply realization adjustments & write-offs to WIP and aging
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Maintain all documents organized in accordance with CS Office Services requirements to facilitate proper billings & record retention
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Lead follow-up on AR/collections and all associated reporting
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Work collaboratively with the Office Service Manager, Legal and the MDC to onboard subcontractors with all appropriate forms and access to Mazars systems & tools
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Maintain all appropriate subcontractor documentation in centralized location
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Work collaboratively with members of CS Infrastructure & the client service delivery teams to support the practice in partnership
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Contributing administrator for StaffTrak resource management - work with the practice and CSI team members to ensure timely data entry and reporting is readily available
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Work collaboratively with both non-client-facing and client-facing team members as necessary to conduct daily functions and tasks
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Implement administrative processes pertaining to employee time racking, travel authorizations, purchasing and expense reporting
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Assist HR, Operations & Risk Consulting leadership team in onboarding all new cyber associates
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Handle invoicing with vendor set up, working collaboratively with client-facing PMs to appropriately allocate cost across multiple customers
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Support the managed services practice through tracking of multi-year engagements, renewals, contract dates as well as short term engagements


**Executive Assistant to Risk Consulting Partners:**

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Travel Management (both domestic & international)
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Manage calendars in Outlook for Partners
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Create & populate expense reports
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Work with clients to set up important meetings, steering committee meetings, direct report meetings, etc.
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Work to schedule calls/meetings/materials for both internal & external meetings
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Book conference rooms, coordinate off-site work arrangements and coordinate external meetings as requested
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Develop and edit business documents, contracts and presentations as requested
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Other duties as assigned



**What We Seek:**

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HS Diploma Required
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B.A./B.S. Preferred
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4 years of proven work experience as a successful office manager and/or executive assistant
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Previous experience working within a professional services environment - preferred
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Previous experience working with a consulting - preferred
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Experience working with a managed services technology practice - preferred
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Previous experience working in a matrix team environment - direct or indirectly
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Advanced knowledge of Microsoft office products including Word, Excel, PowerPoint, - required
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Advanced knowledge of cloud-based platform tools such as SharePoint, Microsoft Teams, O365
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Concur knowledge preferred
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Strong problem solving, critical thinking and excellent verbal and written communication skills
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Ability to anticipate people's needs
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Ability to plan for and keep track of multiple projects and deadlines
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Flexible, detail-oriented
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Comfort dealing with both internal & external clients
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Exceptional ability to prioritize work projects and professional needs in a deadline-driven environment
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Ability to travel to team meetings as needed
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Ability to work in the U.S. without sponsorship



**Why Mazars:**

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We offer generous compensation and paid time off, discretionary bonus opportunities and a 401K plan with a firm matching contribution
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We are committed to diversity, in all of its forms, in our workforce
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We are committed to work/life balance, offering a flexible "Dress for Your Day" dress code and summer Fridays "kickstart" program
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We are committed to the values inherent in making ESG (environmental, social and governance) a priority in everything we do -- to being a firm that's responsible to our employees, clients, society and our planet
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Mazars offers a wide range of mentoring, training and professional development opportunities to support you in reaching your fullest potential
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We offer a graduate school support program and tuition reimbursement
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We offer international rotation opportunities with the Mazars Group of member firms in Europe, Asia Pacific, the Middle East, Africa, Latin America and the Caribbean



**Who We Are:**

We are an international audit, tax and advisory firm committed to helping our clients confidently build and grow their businesses.

Mazars has grown into aninternational groupcomprising over 44, 000 professionals across more than 90 countries and territories, including 16, 000 professionals through the Mazars North America Alliance .

Mazars Partners and professionals work as a single, integrated team, committed to helping our clients and their people succeed by respecting who they are and how they work. We take great pride in the quality of our work and the services we provide, and we are committed to helping build the economic foundations of a fair and prosperous world.

Mazars USA LLP is an equal opportunity/affirmative action employer and maintains a drug-free workplace.

Equal Opportunity Employer - minorities/females/veterans/individuals with disabilities/sexual orientation/gender identity

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