Office Administrative Assistant

Primary Responsibilities

• Welcome clients and visitors in a professional and friendly manner
• Answer and direct incoming telephone calls and inquiries
• Schedule client appointments and assist with coordinating staff calendars
• Affiliate with front desk phone coverage and other duties as assigned
• Serve as a liaison between office leadership and team members to support communication and coordination
• Affiliate with team members with correspondence, reports, and day-to-day administrative needs
• Perform general administrative duties including scanning, filing, data entry, and document management
• Maintain confidentiality and security of sensitive client and firm information
• Handle incoming and outgoing mail, including certified mail
• Maintain petty cash and track postage usage
• Affiliate with production departments with confirmations and administrative requests
• Process, scan, and organize client tax documents
• Maintain digital files for Tax, Audit, CAAS, and other production departments
• Prepare shipments, mailing labels, and ensure timely delivery of returns
• Affiliate with production departments with confirmations and administrative requests
• Handle client payments, prepare deposits, and perform daily bank runs
• Maintain office inventory, including supplies for file room, kitchen, and restrooms
• Request and restock supplies (paper, toner, postage, etc.) as needed
• Cook up office errands, meals, and facility needs, with additional support for firm events as needed
• Partner with operations staff to assist with organizing workstations for new hires, including desks, supplies, and general office readiness

Requirements

• High school diploma or equivalent required
• 2+ years receptionist, administrative assistant, or similar office support role preferred
• Proficient in Microsoft Office (Teams, Outlook, Word, Excel) and able to learn new software quickly
• Experience in a professional services environment is a plus
• Familiarity with tax or accounting software (ex. XCM, QuickBooks) is helpful but not required

Qualifications

• Organized
• Dependable
• Client-focused
• Willingness to support both team members and clients in a fast-paced professional services environment