Administrative Assistant

Firm Overview

WellsColeman is a business advisory, tax, and accounting firm based in Richmond, serving its clients for over 80 years. WellsColeman forms a deep connection with our team, clients and community to invest in their success. We strive to balance exceptional client service, family focus, and financial success while attracting and retaining top talent. As a 14-time recipient of Virginia Business’ Best Places to Work award, our firm culture is a testament to our commitment to our team.

Summary of the Role

As a key member of our Operations team, the Administrative Assistant supports the Firm Administrator and Partners while contributing to the smooth day-to-day functioning of our office. This dynamic position plays an essential role in administrative operations, accounts receivable, tax processing support, and occasionally assisting at the front desk. The Administrative Assistant works collaboratively across departments to help deliver a high-quality experience for both our team and our clients.

This fully on-site position will require a minimum of 40 hours in our Richmond office, Monday through Friday, with additional Saturday hours required during the Spring tax season (February - April).

Key Responsibilities

Administrative

• Update and maintain firm documents

• Organize and manage client data and files

• Assist with the processing of tax returns, including scanning, covering, labeling, printing and assembling

• Assist with planning and executing firm events, trainings, and special projects

• Provide administrative support to Firm Leadership and Operations as needed

• General administrative duties as needed

• Serve as a backup to the receptionist during lunch, time off, and at opening/closing as needed
• Track and maintain records of team members' continuing professional education (CPE) credits and licensing requirements

Finance

• Prepare and generate client invoices for services rendered

• Manage accounts receivable, including following up on outstanding payments and maintaining accurate records

Experience

• A minimum of 2 years of experience in an administrative, billing or office support role required
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) required

Education

• High School Diploma, GED or equivalent required
• College degree preferred

Skills and Abilities

• Proactive, clear and effective communication (both written and oral).

• Ability to work in a deadline-driven environment and handle multiple projects / tasks with attention to detail and commitment to quality.

• Ability to perform administrative duties with speed and accuracy without immediate and constant supervision.
• Strong verbal, organizational and interpersonal skills.
• Demonstrate flexibility, teamwork and a positive attitude.

• Comprehensive benefits package, including health insurance (medical, dental and vision), long-term disability and retirement plan benefits

• Generous paid time off plan and paid holidays

• Dress for your day policy

• Fun firm activities and family events

• Coaching/mentorship