Administrative Support Specialist (Client-Facing | Portal, Phones & Scanning) Accounting Firm

Administrative Support Specialist (Client-Facing) - Accounting Firm - Port Jefferson, NY About the Role We are a growing CPA firm based in Port Jefferson, NY, seeking a client-focused Administrative Support Specialist. This is a full-time, in-office position where you'll serve as the face of our firm — greeting clients, managing calls, handling client portals, and organizing sensitive financial documents with care. If you enjoy building relationships, helping people, and being part of a supportive team, this role is a great fit.

Key Responsibilities Client Communication:

Serve as the first point of contact for clients — answering phones, greeting visitors, and responding to inquiries with professionalism and warmth.

Client Portal Management:

Guide clients through our secure document portal, assist with uploads, and troubleshoot access issues via phone or email.

Document Management:

Scan, organize, and digitally file client tax documents, financial statements, and records while maintaining strict confidentiality.

Administrative Support:

Manage incoming calls, coordinate tasks, and collaborate with the accounting team to ensure clients receive timely and accurate support. Qualifications Strong customer service mindset with excellent interpersonal and communication skills (verbal and written). Comfortable speaking with clients and working in a fast-paced professional office environment. Detail-oriented with strong organizational skills and the ability to handle confidential information. Proficient with basic computer tasks, email, and web-based portals; familiarity with Microsoft Office a plus. Prior experience in an administrative, receptionist, or client service role preferred. Experience in a CPA firm or professional services environment is a bonus, but not required. High school diploma or equivalent required. What We Offer Competitive compensation based on experience. Stable, full-time position with consistent daytime hours (Monday-Friday). Team-oriented, collaborative work environment. Opportunities for skill development and professional growth. Health Insurance Dental and Vision Vacation and Sick Time 401K with Matching How to Apply If you enjoy building positive client relationships and being a dependable resource in a professional setting, we'd love to hear from you. Click Apply to submit your resume and a brief note about why this role interests you.