Administrative Assistant / Front Desk Receptionist Hye-IQ Solutions Pasadena, CA Job Details Full-time $26 - $28 an hour 3 hours ago Benefits Health insurance Dental insurance Vision insurance 401(k) matching Qualifications Microsoft Excel Microsoft Office Specialist Filing Administrative experience Attention to detail

Full Job Description Position Summary:

Our client is a well-established and fast-growing CPA firm. They are seeking a professional, organized, and resourceful Administrative Assistant to provide front desk support while managing the administrative needs of an assigned group of clients. Although this position serves as the firm's primary receptionist and first point of contact, it is primarily an administrative and client-service role. The ideal candidate is comfortable working independently, communicating directly with clients, managing multiple priorities, and taking ownership of tasks from start to finish. Once trained, this person should be able to identify what needs to be done, take appropriate action, and recognize when a matter should be escalated to an accountant or CPA.

Responsibilities:

Serve as the primary administrative contact for an assigned group of clients and take ownership of their administrative needs. Answer incoming calls, greet clients and visitors, and maintain a professional and welcoming reception area. Communicate with clients by phone and email to obtain documents, information, signatures, and other items needed to complete requests. Gather, organize, label, and electronically file tax documents and follow up on missing information. Review IRS, FTB, and other taxing agency notices; research routine matters and attempt to resolve them independently after training, escalating when professional assistance is needed. Schedule client meetings and manage client-related calendars for assigned teams. Monitor deadlines, outstanding requests, and follow-ups to ensure assigned client matters are completed timely. Work closely with the assigned accountant when accounting or tax expertise is required. Perform general office administration, including mail handling, electronic filing, and ordering approved office supplies.

Qualifications:

Excellent written and verbal communication skills and professional telephone etiquette. Professional, friendly, and confident when communicating with clients. Strong critical-thinking, problem-solving, reading comprehension, and attention-to-detail skills. Highly organized and able to prioritize multiple tasks, deadlines, and follow-ups. Proactive and persistent when following up with clients and coworkers. Able to work independently after training and take ownership of assigned responsibilities. Resourceful and willing to research routine questions before seeking assistance. Good judgment and ability to recognize when a matter requires escalation. Comfortable working in a fast-paced environment with frequent interruptions and changing priorities. Able to maintain confidentiality when handling sensitive client and financial information. Proficient with Microsoft Word, Excel, Google Workspace, Adobe Acrobat/PDFs, email, and electronic filing. Comfortable learning new software and cloud-based systems.

Preferred Experience:

Previous administrative or client-service experience. Experience in a CPA, accounting, tax, bookkeeping, financial-services, or other professional-services office. Familiarity with common tax documents and IRS or California FTB correspondence. Experience working with client portals or document management systems.

Position Expectations:

This is a full-time, on-site position of approximately 40 hours per week. Saturday availability is required during peak tax seasons, generally February through April 15 and approximately August 1 through October 15. The successful candidate will be expected to work independently once trained, proactively manage assigned client accounts, follow tasks through to completion, and seek assistance when a situation falls outside established procedures or their area of responsibility.

Pay:

$26.00 - $28.00 per hour

Benefits:

401(k) matching Dental insurance Health insurance Vision insurance

Work Location:

In person