Office Administrator

Key Responsibilities:

• Greet clients and visitors in a friendly and professional manner.
• Answer and direct incoming phone calls, taking messages or transferring calls as necessary.
• Maintain a neat and organized reception area.
• Assist clients with inquiries, appointments, and basic questions.
• Schedule appointments as needed.
• Ensure client confidentiality and handle sensitive information with discretion.
• Manage and maintain the office calendar, scheduling appointments and meetings for team members.
• Prepare outgoing mail, sort and distribute incoming mail, faxes, and other correspondence.
• Maintain electronic and paper filing systems for client records and office documents.
• Assist with scanning of client and firm documents.
• Engagement letters as needed, paper extensions and paper returns as needed.
• Monitor and order office supplies, ensuring inventory is well- stocked.
• Order snacks and drinks and restock as needed.
• Order busy season meals as needed, assist with set-up and clean- up.
• Keep the office clean, organized, and presentable for clients and staff.
•  Submit work orders and report any maintenance issues to the appropriate personnel.
• Maintain office equipment, place service calls, order supplies.
• Maintain common areas, refrigerators, vending, refreshment equipment and order supplies as needed.
• Assist with parking decals and access cards as needed.
• Schedule and Plan office events as coordinated by the corporate office.
• Maintain consistency in events across offices.
• Order catering and any items needed to facilitate a successful event.
• Ensure office space is clean and presentable.
• Accurately input client information into tax software and databases.
• Organize and archive client files in accordance with established procedures.
• Assist in preparing and processing tax-related documents and forms.
• Work closely with all team members to support staff to facilitate efficient office operations.
• Billing
• Assist with billing and check deposits as needed
• Other general office duties

Qualifications:

• High school diploma or equivalent; additional education or certification in office administration is a plus.
• Previous experience in a receptionist or administrative role is preferred.
• Knowledge of tax-related terminology and procedures is advantageous.
• Proficiency in office software (e.g., Microsoft Office Suite) and familiarity with tax software is beneficial.
• Excellent communication and interpersonal skills.
• Strong organizational abilities with attention to detail.
• Professional demeanor and a customer-centric attitude.
• Ability to handle confidential information with discretion and integrity.
• Time management skills to prioritize tasks and meet deadlines.