We are seeking a highly organized Administrative Assistant to join our team. This role involves managing office activities, including phone inquiries, database management, and document preparation. The ideal candidate should possess strong multitasking abilities, proficiency in Microsoft Office, and excellent communication skills in English and Spanish. If you thrive in a fast-paced environment and can meet deadlines with ease, we encourage you to apply.
Job Responsibilities:
-Answer phones with professionalism, greet customers and direct them to the correct person.
-Work with spreadsheets, track data in a database, time record keeping, and client maintenance.
-Assist with reviewing database dashboards and updating records.
-Assist managers, and staff with all office activities (filing, binding, typing, faxing, scanning, and copying).
-Create various reports.
-Print and assemble final versions of tax returns for corporations, individuals, partnerships, payroll, nonprofits, and financial institutions.
-Electronically track and save returns according to Firm guidelines. Responsible for e-filing and producing extension tracking. Back-up support for returns processing.
-Review, sort, and route incoming mail; distribute outgoing mail.
-Order and stock supplies.
-Open to new challenges and assist with special projects as requested.
-Pick up additional administrative responsibilities when needed.
-Provides administrative support to ensure efficient operation of the office.
-Schedules meetings, and supports visitors.
-Completes operational requirements by scheduling and assigning administrative projects and expediting work results.
-Makes travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations.
-Exhibits polite and professional communication via phone, e-mail, and mail.
-Supports the team by performing tasks related to organization and strong communication.
-Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities.
-Ensures the proper performance of the recruiting process such as contacting job applicants, sending pre-questionnaire, and handling all contact with this candidate by email and phone calls until is rejected or hired.
-Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
-Provides information by answering questions and requests.
-Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and placing and expediting orders for supplies.
-Contributes to team effort by accomplishing related results as needed.
Job Skills, Requirements, and Qualifications:
-High school diploma or equivalent education required
-At least 1 year of past administrative support experience, preferably
-Willing to work overtime (during tax filing periods).
-Thrive in a high-volume, fast-paced work environment.
-Multi-tasking master and there has never been a deadline you could not meet.
-Keep the highest professional standards and maintain strict client confidentiality.
-Highly proficient in Microsoft Office (Word, Excel, and Outlook).
-Strong written and verbal communication skills.
-Be collaborative and join the team but enjoy working alone with limited supervision.
-Have experience working in a professional service or accounting/tax firm, preferably.
-Reporting, Administrative Writing, and Microsoft Office Skills.
-Organization, Managing Processes, and Analyzing Information Skills.
-Professionalism, Problem-Solving, and Supply Management Skills.
-Fluent in English and Spanish