Office Administrator

Job Summary

What You'll Gain / Impact

• Opportunity to serve as a cornerstone of office operations and client experience
• Exposure to cross-functional collaboration with tax professionals and support staff
• Ability to strengthen skills in administrative excellence, client service, and data management
• A supportive team environment with opportunities for continued professional development

Key Responsibilities

• Provide administrative support to the office, including calendar management and meeting coordination
• Maintain electronic and paper filing systems for client records and office documents
• Accurately input client information into relevant software and databases
• Organize and archive client files in accordance with established procedures
• Assist in preparing and processing tax-related documents and forms
• Conduct data management and project cleanup within applicable systems
• Support front desk and receptionist functions, including mail distribution, postage, and interoffice mail services
• Assist clients with inquiries and appointments, ensuring confidentiality and handling sensitive information with discretion
• Collaborate with tax professionals and support staff to facilitate efficient office operations
• Communicate client appointments and special instructions to tax preparers
• Undertake ad-hoc tasks and additional duties as assigned to support overall office objectives

Candidate Qualifications

• High school diploma or equivalent; additional education or certification in office administration is a plus
• Previous experience in a receptionist or administrative role preferred
• Proficiency in Microsoft Office Suite; familiarity with tax software is beneficial
• Excellent verbal and written communication and interpersonal skills
• Strong organizational skills with keen attention to detail
• Professional demeanor with client-centric approach
• Demonstrated ability to handle confidential information with discretion and integrity
• Effective time management skills with the ability to prioritize tasks and meet deadlines
• Knowledge of tax-related terminology is advantageous

Leadership Skills

• Demonstrates initiative and accountability in managing daily responsibilities with minimal direction
• Maintains composure, professionalism, and a solutions-oriented approach in a fast-paced, client-facing environment
• Brings a collaborative, team-first mindset that supports the effectiveness of those around you
• Builds positive, trustworthy relationships with clients, visitors, and internal team members
• Follows through on commitments and proactively communicates status on open items
• Adapts quickly to shifting priorities while maintaining consistency and quality of work

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Experience with calendar and scheduling management tools
• Familiarity with electronic document management and filing systems
• Basic data entry skills with accuracy and attention to detail
• Ability to learn and navigate firm-specific platforms and software
• Familiarity with tax software (e.g., CCH, Thomson Reuters) is a plus