Find & Apply For Office / Administrative Assistant Jobs in Oakwood, Georgia

Position Summary The Office Administrator is responsible for providing day-to-day administrative and client support to ensure the office operates efficiently and clients receive professional, helpful experience. This role serves as an important point of contact for clients and the internal tax team. The Administrator will assist with general office responsibilities, client engagements, document and file management, phone calls, mail, bank deposits, scanning, and helping clients navigate the secure client portal. The ideal candidate is organized, dependable, professional, comfortable working with clients, and able to manage multiple administrative tasks while maintaining accuracy and confidentiality. Key Responsibilities Client Service & Communication Answer and direct incoming phone calls in a professional and friendly manner. Greet clients and assist with general questions and office needs. Assist clients with accessing and using the secure client portal. Help clients upload documents and locate requested forms or documents within the portal. Assist with client engagement paperwork and signatures. Communicate client questions or needs to the appropriate team member. Provide a professional and welcoming client experience. Administrative & Office Support Perform general administrative duties to support the tax department. Prepare, organize, and maintain client paperwork and documentation. Assist with client engagements, including preparing, sending, tracking, and organizing engagement documents. Monitor incoming and outgoing mail. Sort, distribute, scan, and electronically organize documents. Maintain organized physical and electronic files. Assist with copying, printing, labeling, filing, and other office tasks. Maintain office supplies and notify management when supplies need to be ordered. Assist with other administrative projects and duties assigned. Banking & Financial Administration Prepare and make routine bank deposits as directed. Maintain appropriate documentation and records for deposits. Handle checks, payments, and other financial documents according to company procedures. Ensure financial documents are properly scanned, filed, and routed to the appropriate team member. File & Document Management Scan and electronically save client documents. Ensure documents are saved to the appropriate client and tax year folders. Follow established file naming and document management procedures. Maintain organized physical client files when applicable. Assist with retrieving documents requested by staff or clients. Protect confidential client information and maintain appropriate document security. Client Portal Support Assist clients who need help uploading documents. Help clients understand where and how to submit requested information. Monitor incoming portal documents and route them to the appropriate team member. Notify the appropriate staff member when important client documents or communications are received. Encourage clients to use the secure portal for document exchanges and communication when appropriate. Technology & Systems The Administrator will be expected to learn and utilize the firm's technology and systems, including: Double

• Secure client portal for document uploads, client communication, and engagement-related tasks. Qount
• Workflow management, including assisting with client documents and administrative tasks. UltraTax
• Tax preparation software; primarily for locating, organizing, and assisting with administrative tax-related tasks as directed. Microsoft Teams
• Internal communication and collaboration. SharePoint
• Electronic document and file storage. Email
• Client and internal communication. Nextiva/VOIP Phone System
• Answering, routing, and managing incoming calls. Scanning and document management systems
• Digitizing and organizing client documents.

The Administrator is not expected to perform tax preparation or provide tax advice. Training will be provided on the firm's systems, workflows, and basic tax terminology necessary to effectively perform the role. Daily Office Responsibilities The Administrator is expected to help ensure the office is ready for clients and staff each day, including: Opening and preparing the office. Checking phones, mail, portal activity, and other incoming items. Reviewing and routing incoming documents. Completing scanning and filing. Responding to routine client inquiries. Assisting scheduled clients and walk-ins as appropriate. Processing deposits and other administrative items. Maintaining an organized and professional office environment. Completing end-of-day administrative tasks. Communicating outstanding administrative items to the Tax Manager. Confidentiality & Professional Standards Because this position will have access to confidential client and financial information, the Administrator must: Maintain strict confidentiality of all client information. Follow company procedures for handling sensitive documents and information. Use secure systems and approved methods for exchanging client information. Never discuss client information outside of appropriate business circumstances. Maintain professionalism when communicating with clients, vendors, and team members. Follow all firm procedures for document handling, portal communication, and client information security. Qualifications Previous administrative, office, customer service, or professional services experience preferred. Strong organizational and time-management skills. Excellent verbal and written communication skills. Comfortable working with computers and learning new software. Ability to manage multiple tasks and prioritize responsibilities. Strong attention to detail and accuracy. Professional and friendly demeanor. Ability to work independently while knowing when to ask for assistance. Ability to maintain confidentiality. Willingness to learn basic tax and accounting terminology.

Pay:

From $20.00 per hour Expected hours: No more than 24.0 per week

Work Location:

In person