Operations/Administrative Support Assistant (NOT A REMOTE POSITION)

We’re looking for a highly organized, detail-oriented Operations / Administrative Support Assistant to help manage client scheduling, document handling, managing office workflow, and digital systems and performing data entry.

This is a SEASONAL position, but may turn into a part -time for full-time position for the remainder of the year. You should have excellent communication skills and be able to express our company’s views creatively. Occasional client data entry may be required during down time.

Requirements:

• At least High School Degree or Higher
• Bilingual in Spanish is preferred but not required.

Pay: $18.00 per hour to $22.00 per hour (Dependent upon Experience)

• PLUS HIGH COMMISSIONS on new clients and service referrals in addition to hourly wage.

Hours: 30-40 hours per week. Office hours range from Monday-Friday 10:00 am to 7:00 pm, and some Sundays. NOTE: Must be available to work on Sundays if needed. We will work with schedule to accommodate within working hours.

Client Communication & Scheduling

• Greet clients in-person and via phone, email, or virtual platforms
• Schedule and confirm tax preparation, consultation, and advisory appointments
• Manage office calendar and coordinate with tax preparers and advisors
• Send appointment reminders, document request emails, and follow-up messages
• Assist clients with intake forms, questionnaires, and document submissions

Client Intake & Document Management

• Collect and organize tax documents (W-2s, 1099s, K-1s, business records, receipts, etc.)
• Review documents for completeness before passing to tax preparers
• Upload, scan, and securely store files using firm software
• Track missing documents and follow up with clients to complete files
• Maintain digital and paper filing systems to ensure confidentiality and compliance

Data Entry & Software Support

• Enter client data into tax software programs and our CRM system.
• Process new client contacts and update client profiles, addresses, and tax records
• Assist preparers with organizing files in tax software for review and e-filing
• Monitor signature requests and client completion status using e-signature tools
• Processing Client payments

Office & Workflow Coordination

• Prepare client engagement agreements and non-disclosure forms
• Collect payment, issue receipts, and process invoices
• Track workflow status (received, in-progress, awaiting docs, review, complete)
• Maintain organized workspace and supply inventory (printers, paper, secure envelopes)
• Assist with mail processing – drop-offs, certified mail, tax return mailing, and pickup scheduling
• Assist with mail outs
• Light Office Cleaning

Compliance & Privacy Support

• Ensure all client documents are handled securely per IRS and state guidelines
• Monitor deadlines for e-file authorizations (Form 8879), extensions, amendments
• Maintain confidentiality and follow firm’s data security protocols
• Help support record retention policy (3-year, 7-year, or advisory-based timelines)

Core Administrative Skills

• Strong organizational and time management skills
• High attention to accuracy and detail , especially with numbers and client files
• Ability to multitask and manage multiple client files at once
• Professional phone, email, and in-person communication
• Ability to handle confidential information securely (IRS & NYS compliance awareness)
• Friendly, professional client service with warm and welcoming demeanor
• Strong problem-solving and follow-up skills
• Ability to work independently and as part of a team
• Prioritizes tasks based on deadlines and urgency (especially during tax season)

Job Types: Full-time, Part-time, Temporary

Pay: $18.00 - $22.00 per hour

Expected hours: 30 – 40 per week

Education:

• High school or equivalent (Required)

Experience:

• Office: 2 years (Required)
• Tax accounting: 2 years (Preferred)

Language:

• Spanish (Preferred)

Work Location: In person

Salary : $18 - $22