Administrative Assistant

We are looking for an experienced Administrative Assistant to support daily office operations for a tax consulting firm. This long-term contract position is ideal for someone who enjoys creating an organized, welcoming environment while handling front desk coordination, document processing, and general administrative support. The role combines client-facing responsibilities with behind-the-scenes assistance that helps professionals stay focused on service delivery. Success in this position requires strong attention to detail, sound judgment, and the ability to manage multiple priorities with professionalism.

Responsibilities:

• Welcome clients and visitors, maintain a tidy reception area, and provide helpful front desk support throughout the day.
• Route incoming calls appropriately, capture accurate messages, and address routine administrative questions whenever possible.
• Receive, sort, and distribute client paperwork, ensuring documents are directed to the right team members in a timely manner.
• Scan, copy, organize, and file electronic and physical records so information remains accessible, accurate, and professionally presented.
• Coordinate appointment scheduling and assist with preparing letters, signature packets, tax return folders, audit materials, and other client-facing documents.
• Manage outgoing and incoming mail, including courier shipments, standard mail preparation, and afternoon mail distribution.
• Maintain client records within data management systems by setting up new profiles, updating information, and organizing digital files for easy retrieval.
• Provide day-to-day support to staff with administrative projects, report preparation, document review, and basic in-office technical troubleshooting.
• Oversee recurring annual administrative activities such as client mailings, organizer distribution, license renewals, and deadline-related reporting.
• Track office and kitchen inventory, replenish supplies as needed, verify incoming orders, and coordinate purchases to support smooth office operations.
• Prior experience in administrative support, front desk coordination, receptionist work, or a similar office-based position.
• Ability to manage inbound calls, greet clients courteously, and handle confidential information with discretion.
• Strong data entry and document management skills, with careful attention to accuracy and organization.
• Proficiency with common office software, email platforms, scanning equipment, and general administrative tools.
• Comfortable balancing multiple tasks, shifting priorities, and meeting deadlines in a fast-paced, organized environment.
• Clear written and verbal communication skills, with the ability to prepare effective client-facing materials.
• Basic troubleshooting ability for routine office technology issues such as printer, monitor, and email support.
• Strong dependability and commitment to maintaining an orderly office setting.