Office Administrator

Job Summary

What You'll Gain / Impact

• Opportunity to be an integral part of a high-performing local office team
• Exposure to a professional services environment where your contributions directly shape the client experience
• Ability to build administrative and organizational capabilities in a structured, supportive setting
• A collaborative, people-first culture where your work is visible and valued every day

Key Responsibilities

• Greet clients and visitors in a friendly and professional manner and maintain a welcoming, organized reception area
• Answer and direct incoming phone calls, taking messages and routing calls as necessary
• Schedule and manage client appointments and meetings for tax professionals
• Assist clients with inquiries and ensure confidentiality and discretion when handling sensitive information
• Sort and distribute mail, faxes, and other correspondence
• Maintain and organize electronic and paper filing systems for client records and office documents
• Accurately enter client information into databases and assist in preparing and processing tax-related documents and forms
• Monitor and order office supplies to maintain appropriate inventory levels; report maintenance issues to appropriate personnel
• Support office event planning and coordination, including scheduling, catering, and supply ordering in alignment with firmwide guidelines
• Collaborate with tax professionals and support staff to communicate client appointments and facilitate efficient office operations

Candidate Qualifications

• High school diploma or equivalent; additional education or certification in office administration is a plus\Previous experience in a receptionist or administrative role preferred
• Proficiency in Microsoft Office Suite; familiarity with tax software is beneficial
• Excellent verbal and written communication and interpersonal skills
• Strong organizational skills with keen attention to detail
• Professional demeanor with client-centric approach
• Demonstrated ability to handle confidential information with discretion and integrity
• Effective time management skills with the ability to prioritize tasks and meet deadlines

Leadership Skills

Demonstrates initiative and accountability in managing daily responsibilities with minimal direction
Maintains composure, professionalism, and a solutions-oriented approach in a fast-paced, client-facing environment
Brings a collaborative, team-first mindset that supports the effectiveness of those around you
Builds positive, trustworthy relationships with clients, visitors, and internal team members
Follows through on commitments and proactively communicates status on open items
Adapts quickly to shifting priorities while maintaining consistency and quality of work

Technical Skills

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Experience with calendar and scheduling management tools
Familiarity with electronic document management and filing systems
Basic data entry skills with accuracy and attention to detail
Ability to learn and navigate firm-specific platforms and software
Familiarity with tax software (e.g., CCH, Thomson Reuters) is a plus