Administrative Coordinator

You will be responsible for managing client relations, maintaining schedules, and handling basic accounts payable/receivable functions, among other tasks.

Responsibilities:

• Serve as the first point of contact for clients, greeting them in-person and over the phone courteously.
• Manage the appointment schedule for clients and staff members, ensuring efficient time management.
• Handle basic Accounts Payable/Accounts Receivable functions, maintaining financial accuracy.
• Review and confirm daily billable time, ensuring all records are up-to-date.
• Assist in the preparation and assembly of tax returns and financial statements.
• Coordinate the transmission of tax returns using tax return software following invoice payment and return of signature forms.
• Organize and scan tax return source documents, ensuring all information is properly stored and easily accessible.
• Handle written client correspondence through letters and emails, maintaining professional and clear communication.
• Assist in the basic review of client tax return results upon pick-up.
• Perform daily administrative tasks including gathering outgoing mail, applying postage, ordering office supplies, making daily bank deposits, and providing basic tech support.
• Manage a multi-line phone system and web-based portal for Auto Attendant messages/voicemails.
• Handle various clerical duties including filing, faxing, copying, and data entry.
• Manage tax return projects from beginning to end, using cloud platforms and project tracking. • Demonstrated experience in Administrative Assistance
• Proficiency in Accounts Receivable (AR)
• Familiarity with Ultra Tax software
• Excellent skills in client communications
• Experience with Client Intake procedures
• Strong capabilities in client relations management
• Knowledge of e-Filing and traditional filing systems
• Experience in answering multi-line phone systems
• Proficiency in scheduling tasks and appointments.