Operations and Administrative Assistant

About The Role

As an Operations & Administrative Assistant at GBS Group, your primary responsibility will involve supporting our Accounting and Tax teams by managing administrative processes, client documentation, and daily office operations. This role requires strong organizational skills, attention to detail, excellent communication, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is proactive, reliable, and comfortable handling confidential client information with the utmost discretion while providing exceptional service to both internal teams and clients. Success in this role requires accuracy, strong attention to detail, accountability, and the ability to follow tasks through completion while meeting deadlines and supporting multiple stakeholders.

Key Responsibilities

• Tax Administration Support
  • Perform clerical duties such as photocopying, faxing, filing, and collating documents.
  • Prepare, organize, and process client deliverables & tax-related documents through our client portal, email, and mail.
  • Send documents for e-Signature
  • Maintain, organize and update relevant data using database applications
  • Scan, organize, and upload documents to client files
  • Process Tax Return Filing Process
• General Office Responsibilities
  • Respond promptly to client inquiries via phone, email, or in-person, while providing exceptional customer service.
  • Receive, sort, and distribute incoming mail.
  • Take and retrieve messages for various personnel.
  • Handle incoming calls, directing callers to the appropriate associate. Transfer a caller to an associate's voice mailbox when the associate is unavailable.
  • Coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.)
  • Assist with ordering, receiving, stocking, and distributing office supplies.
  • Greets and directs visitors to the company.
  • Support general office operations and administrative initiatives.

Requirements

• Fully Bilingual in English & Spanish, with excellent verbal and written communication skills
• High school diploma or equivalent required
• Holds or pursuing a Bachelor's in Business Administration, Accounting or Finance strongly preferred
• +1 year of experience in an administrative and operations capacity position
• Experience working in a professional services environment (accounting, tax, legal, consulting, or similar) preferred
• Excellent computer skills including MS Office (Word, Excel, Outlook)
• Ability to prioritize work to balance multiple projects and deadlines
• Must be able to work independently
• Maintain a strong work ethic with a total commitment to success each and every day
• Team-player mindset with willingness to assist others when needed
• Ability to handle confidential, sensitive, and time-critical information appropriately
• Ability to work in the Miramar, FL office Monday through Friday, 9:00am – 6:00pm
• Flexibility on potentially working overtime hours as needed based on workflow demands

Benefits

• 401(k)
• Medical insurance
• Life, STD & LTD Insurance
• Paid time off
• Dental and Vision insurance

About GBS Group

At GBS Group, we help entrepreneurs and executives create opportunities by building better businesses. We accomplish our mission by providing integrated business solutions to small and medium businesses. GBS Group has two (2) main areas of expertise: Start-up Services and Financial & Tax Advisory. At GBS Group, our diverse team of multi-disciplinary consultants partners with our clients to ensure that they are accomplishing their business goals. GBS Group prides itself on providing high-quality services through a culture of empathy, understanding, and integrity with our clients. Our client's success is our success. GBS Group has offices in Miramar, FL.