Administrative Assistant - Tax

Administrative Assistant - Tax Harper Rains Knight & Company Ridgeland, MS Job Details Full-time 1 day ago Qualifications Bachelor's degree Full Job Description Position Overview The Administrative Assistant - Tax provides high-level administrative and operational support to the Tax department, helping drive an exceptional client experience while supporting the efficient coordination of tax operations. This role serves as a key connector between clients, tax professionals, and internal teams, leveraging technology, strong organizational skills, and a proactive work ethic to support departmental success. The ideal candidate is highly adaptable, client-focused, technologically savvy, and committed to delivering accurate, timely, and professional service in a fast-paced environment. Key Responsibilities Client Experience & Relationship Support Serve as a primary point of contact between clients and tax professionals, managing communications, follow-ups, and requests to ensure responsive, high-quality client service. Foster positive client relationships through professionalism, attention to detail, and a solutions-oriented approach. Anticipate client and team needs, proactively identifying opportunities to improve service and communication. Tax Operations & Workflow Coordination Assist in the coordination of tax operations by supporting workflow management, project tracking, and the timely completion of client deliverables. Monitor return status, deadlines, and department priorities to help ensure projects remain on schedule during peak and non-peak periods. Collaborate with tax professionals and firm leadership to support process improvements, operational efficiency, and effective resource coordination. Utilize firm technologies and workflow tools to enhance visibility, accountability, and execution across the Tax department. Technology & Process Support Leverage Microsoft Office Suite and firm technologies to streamline workflows, improve efficiency, and maintain accurate records. Embrace new software, digital tools, and process enhancements that support operational excellence and client satisfaction. Assist with technology-driven initiatives and process improvement efforts that contribute to the department's continued growth and success Document Preparation & Management Prepare, format, review, and maintain tax-related documents, including engagement letters, tax organizers, client correspondence, and filing confirmations. Ensure documentation is organized, accurate, and maintained in accordance with firm standards and compliance requirements. Support digital document management and electronic workflow processes. Client Onboarding & Scheduling Coordinate new client onboarding activities, ensuring a seamless and professional experience. Maintain accurate client records across firm systems and databases. Manage calendars, schedule meetings, and coordinate appointments using Outlook and other scheduling platforms. Billing & Client Account Support Assist with the preparation, review, and processing of client invoices, ensuring accuracy and timely delivery. Support accounts receivable activities by monitoring outstanding balances, coordinating payment follow-ups, and maintaining accurate client account records. Collaborate with tax professionals and firm leadership to address billing inquiries and facilitate timely collections. Utilize firm software and reporting tools to track billing activity, collections status, and other key operational metrics. Data Management & Reporting Accurately enter, update, and maintain client information within firm systems and tracking tools. Generate reports, monitor key metrics, and support department planning and decision-making through accurate data management. Maintain a high degree of accuracy and attention to detail across all administrative and operational responsibilities. General Administrative Support Coordinate internal and client meetings, prepare agendas, document meeting notes, and track follow-up actions. Collaborate with team members across departments to ensure effective communication and project execution. Provide administrative and operational support for special projects, department initiatives, and seasonal tax workflow demands. Qualifications Bachelor's degree required. 2+ years of administrative or operations experience, preferably within an accounting, financial services, legal, or other professional services environment. Demonstrated commitment to exceptional client service with the ability to build trust, communicate effectively, and maintain positive client relationships. Advanced proficiency in Microsoft Office Suite, including Outlook, Word, and Excel. Strong technical aptitude with the ability to quickly learn, navigate, and effectively utilize modern software platforms, workflow systems, and emerging technologies. Experience leveraging technology to improve efficiency, accuracy, collaboration, and overall business outcomes. Experience supporting workflow coordination, billing, accounts receivable, project administration, or other operational functions is preferred. Highly organized with exceptional attention to detail and the ability to manage multiple priorities in a deadline-driven environment. Adaptable, resourceful, and comfortable navigating changing priorities, new processes, and evolving technologies. Strong work ethic with a proactive, self-motivated approach and a commitment to continuous improvement. Ability to work independently, exercise sound judgment, and take ownership of responsibilities with minimal supervision. Demonstrated professionalism, discretion, and integrity when handling confidential client and financial information.