We are seeking a highly organized and detail-oriented professional to join our team, supporting a Certified Public Accountant (CPA) in their daily operations. The ideal candidate will possess excellent communication skills, be reliable, can work independently and efficiently, be creative, with exceptional attention to detail, and the ability to multitask effectively. You will play a crucial role in ensuring the smooth functioning of our office and providing administrative support.
Administrative Support:
- o Manage the CPA's calendar, schedule appointments, and coordinate meetings.
- o Answer phone calls, take messages, and respond to inquiries promptly.
- o Prepare and edit correspondence, reports, and other documents as requested.
- o Maintain and organize electronic and physical filing systems.
- o Handle incoming and outgoing mail, ensuring timely distribution.
- o Monitor and order office supplies as needed.
Client Assistance:
- o Greet clients, schedule appointments, and assist with their inquiries.
- o Prepare and distribute client engagement letters and related documents.
- o Coordinate client meetings, including arranging conference rooms and necessary materials.
- o Assist clients with basic inquiries and direct complex issues to the appropriate staff.
- o Assist staff and CPA with basic client bookkeeping or data entry requirements.
Document Management:
- o Prepare, proofread, and format financial statements, tax returns, and other client-related documents.
- o Assist in organizing and maintaining client files, ensuring accuracy and confidentiality.
- o Assist in data entry or filing tax and other relevant documents with appropriate government agencies as directed by staff.
Financial Support:
- o Process invoices, payments, and reimbursements.
- o Assist in tracking and managing client billings and payments.
- o Maintain financial records and prepare basic financial reports as required.
Office Management:
- o Coordinate and manage office maintenance and repairs.
- o Monitor and update office policies and procedures.
- o Collaborate with external vendors and service providers.
- o Plan and coordinate office events
- o General office cleaning and organizational tasks
- o Daily opening and closing of office duties
Qualifications:
- High school diploma or equivalent; additional certification in office administration or bookkeeping is a plus.
- Proven experience as an administrative professional or similar role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with accounting software and basic bookkeeping principles.
- Excellent verbal and written communication skills.
- Exceptional organizational and time management abilities.
- Strong attention to detail and accuracy.
- Ability to handle sensitive information with confidentiality.
- Professional and friendly demeanor.
- Strong problem-solving skills and ability to work independently
Compensation range depending on prior experience and professional certifications.