About the Role We are looking for a highly organized, friendly, and technology-comfortable Administrative Assistant / Client Experience Coordinator to join our tax and accounting team. This position is much more than answering phones and filing paperwork. You will be an important part of the client experience and will help keep the office organized, efficient, and moving forward. You will be one of the first people our clients interact with and will play a key role in making their experience with our firm feel professional, easy, and personal. The ideal candidate is someone who takes initiative, notices what needs to be done, enjoys helping people, and isn't afraid of technology. What You'll Do Client Experience & Communication Welcome clients and create a friendly, professional office experience. Answer phones, emails, and other client communications promptly and professionally. Schedule appointments and coordinate client meetings. Help clients understand what information and documents they need to provide. Assist clients with questions about the status of documents, appointments, and routine administrative matters. Follow up with clients when information or signatures are missing. Help ensure that every client feels informed and taken care of. Document & Workflow Management Receive, scan, upload, organize, and properly label client documents. Review incoming documents against digital tax and bookkeeping checklists. Identify missing or incomplete information and follow up with clients. Maintain organized digital client files and ensure documents are routed to the appropriate team member. Monitor workflow and help keep projects moving toward completion. Maintain confidentiality and follow the firm's security procedures when handling sensitive client information. Client Portal & Technology Support Assist clients with online portal setup and onboarding. Help clients upload and retrieve documents through secure digital systems. Troubleshoot basic client technology questions. Become proficient in the firm's tax, accounting, scheduling, communication, and document-management software. Utilize modern technology and AI tools appropriately to improve efficiency and organization. Accounts Receivable & Administrative Support Monitor outstanding client balances. Send friendly, professional payment reminders and follow-up communications. Assist with routine accounts receivable processes. Prepare correspondence, forms, and other administrative documents. Maintain office records and assist with general administrative projects. Support the tax and accounting team wherever needed. What We're Looking For You may be a great fit if you are: Extremely organized and detail-oriented. Friendly, professional, and comfortable interacting with a wide variety of people. A strong communicator—both verbally and in writing. Comfortable learning new technology and software. Able to manage multiple priorities without becoming overwhelmed. A self-starter who sees what needs to be done and takes action. Comfortable following established procedures while also looking for ways to improve them. Dependable and able to handle confidential information with discretion. Someone who takes pride in providing an excellent client experience. Technology Skills You don't have to be a technology expert, but you must be comfortable learning technology. Experience with the following is helpful: Microsoft Word and Excel Microsoft 365 or similar online office platforms Cloud-based document management Online client portals Email and calendar systems Accounting or tax software AI productivity tools such as ChatGPT or other AI assistants Experience with TaxGPT, Zoho Mail, or similar platforms is a plus, but we are willing to train the right person. Qualifications High school diploma or equivalent required. Previous administrative, customer service, office, banking, accounting, or professional-services experience preferred. Strong computer skills. Excellent written and verbal communication skills. Ability to maintain strict confidentiality. Strong attention to detail. Ability to work independently and as part of a team. We are not simply looking for someone who can check boxes and wait for the next assignment. We are looking for someone who will become a trusted member of our team—someone who notices when a client needs help, recognizes when something is falling through the cracks, and takes ownership of getting things done. If you are the person who naturally thinks, "I'll take care of that," we would love to hear from you.

Pay:

$18.00 - $22.00 per hour Expected hours: 32.0 - 40.0 per week

Benefits:

Health insurance Paid time off Retirement plan

Work Location:

In person