The Bilingual Administrative Assistant provides administrative, client service, and operational support to an accounting and tax firm serving individuals and businesses. This position is often one of the first points of contact for clients and is responsible for creating a professional, welcoming, and responsive client experience. The ideal candidate is fluent in both English and Spanish and comfortable communicating with clients by telephone, email, and in person. The Administrative Assistant works closely with accountants, tax professionals, managers, and operations staff to coordinate appointments, collect client information, maintain records, prepare documents, and support the day-to-day operations of the firm. This position requires strong organizational skills, attention to detail, professionalism, confidentiality, and the ability to manage multiple priorities in a deadline-driven professional services environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Client Service & Bilingual Communication Serve as a primary point of contact for English- and Spanish-speaking clients by telephone, email, and in person. Professionally greet clients and visitors and assist with general inquiries. Communicate administrative requests, appointment information, document requirements, deadlines, and status updates to clients in English and Spanish. Assist Spanish-speaking clients in understanding general administrative communications and document requests from the firm. Translate routine client communications and administrative information between English and Spanish as needed. Route accounting, tax, payroll, and other technical questions to the appropriate professional. Maintain professional and courteous communication with clients at all times. Follow up with clients regarding outstanding documents, signatures, forms, and other requested information. Administrative Support Answer and route incoming telephone calls, emails, and other correspondence. Schedule and coordinate client appointments, meetings, conference calls, and internal meetings. Maintain calendars and assist with appointment confirmations and reminders. Prepare, format, scan, copy, organize, and distribute documents. Assist with electronic signature requests, client portals, document uploads, and other electronic communications. Maintain accurate client contact information and administrative records in the firm's systems. Assist with incoming and outgoing mail, overnight deliveries, and electronic correspondence. Maintain organized electronic and physical filing systems in accordance with firm procedures. Provide general administrative support to accounting, tax, and operations personnel. Accounting & Tax Firm Support Assist with administrative aspects of client onboarding and engagement setup. Request and organize tax documents, financial records, identification documents, and other information required by the firm's professionals. Monitor outstanding administrative items and follow up with clients as directed. Assist with tax-season scheduling, client communications, document collection, and workflow coordination. Support the preparation and distribution of engagement letters, organizers, administrative forms, invoices, and other client documents. Assist clients with basic administrative questions regarding secure portals, document submission, electronic signatures, and appointment procedures. Coordinate completed-document pickup, delivery, or electronic transmission in accordance with firm procedures. Maintain accurate status information in the firm's practice management, CRM, or workflow systems. Protect confidential client financial, tax, personal, and business information. Billing & Payment Support Assist with sending invoices and payment reminders as directed. Respond to routine client questions regarding invoice delivery and payment methods and refer billing disputes or technical questions to the appropriate team member. Assist with recording or processing client payments according to established procedures and internal controls. Maintain accurate documentation relating to payments and client accounts. Support follow-up activities for outstanding invoices when assigned. Office & Operations Support Assist with general office organization and daily administrative operations. Maintain office supplies and coordinate orders when necessary. Assist with meeting preparation and conference room coordination. Support special projects and firm initiatives as assigned. Work collaboratively with Operations, Accounting, Tax, and Client Service teams. Provide additional administrative support during tax season and other high-volume periods. Qualifications High school diploma or equivalent required; associate's or bachelor's degree preferred. Fluency in English and Spanish required , including professional verbal communication in both languages. Ability to read and write professionally in both English and Spanish strongly preferred. Prior administrative, receptionist, client service, or office support experience required. Experience in an accounting firm, tax practice, law firm, financial services organization, or other professional services environment preferred. Strong computer skills, including Microsoft Outlook, Word, Excel, and electronic document management systems. Experience with CRM, practice management, accounting, tax, or client portal software is a plus. Strong organizational and time-management skills. Excellent attention to detail and ability to maintain accurate records. Ability to manage multiple assignments and changing priorities. Professional telephone, email, and interpersonal communication skills. Ability to work effectively with clients from diverse backgrounds. Demonstrated discretion when handling confidential and sensitive information. Knowledge, Skills & Competencies The successful candidate should demonstrate: Professional fluency in Spanish and English Excellent client service skills Strong written and verbal communication Organization and attention to detail Reliability and follow-through Professional judgment and discretion Ability to prioritize competing deadlines Comfort working in a fast-paced environment Ability to learn new software and administrative procedures Teamwork and collaboration Problem-solving and initiative Respect for confidentiality and data security
Job Type:
Full-time Pay:
$45,000.00 - $60,000.00 per hour
Experience:
Administrative:
1 year (Required) accounting firm or professional services: 2 years (Preferred)
Language:
Spanish (Required) Ability to
Commute:
Fairfax, VA 22030 (Required) Ability to
Relocate:
Fairfax, VA 22030: Relocate before starting work (Required)
