What are the responsibilities and job description for the Administrative Assistant position at Thoerner & Toma?
Benefits/Perks
- Competitive Compensation
- Paid Time Off
- Career Growth Opportunities
CPA Firm – Accounting & Tax Services
Position Summary
We are excited to announce the opening of our Honolulu office and are currently looking for the right person to join our growing team. This is a great opportunity for a motivated professional who values excellence, collaboration, and long-term growth to be part of a firm committed to serving clients at the highest level.
Key Responsibilities
Administrative & Office Support
- Manage front-office operations, including phone calls, emails, scheduling, and client inquiries
- Maintain calendars for partners and managers, including meetings, deadlines, and firm events
- Prepare, organize, and maintain client files (physical and electronic)
- Assist with document preparation, scanning, e-filing, and secure delivery to clients
- Coordinate mail, FedEx/UPS, and government correspondence
Client & Firm Coordination
- Serve as a primary point of contact for clients with professionalism and discretion
- Assist with client onboarding, engagement letters, and required documentation
- Track client deliverables, deadlines, and workflow status
- Follow up with clients for missing information as directed by the tax team
Billing, Invoicing & Payments
- Assist with invoicing, billing schedules, and payment follow-ups
- Coordinate with partners and managers on billing approvals
- Maintain records related to retainers, payments, and client balances
Compliance & Firm Operations
- Support firm compliance processes (licenses, renewals, insurance, CPE tracking, etc.)
- Assist HR and management with onboarding, offboarding, and internal documentation
- Maintain office supplies, vendor coordination, and general office organization
- Help implement firm procedures, policies, and administrative systems
Technology & Systems
- Work with accounting and document management systems (e.g., tax software portals, secure file sharing)
- Assist with basic troubleshooting and coordination with IT support when needed
- Maintain confidentiality and data security at all times
Qualifications
Required:
- 2 years of administrative or office support experience (CPA firm, law firm, or professional services preferred)
- Strong organizational and time-management skills
- Excellent written and verbal communication skills
- High level of professionalism, discretion, and attention to detail
- Proficiency with Microsoft Office (Outlook, Word, Excel) and document management systems
Preferred:
- Experience working in a CPA firm, tax firm, or professional services environment
- Familiarity with tax season workflows and deadlines
- Experience with billing, invoicing, or client portals
- Ability to multitask and prioritize under pressure
Personal Attributes
- Reliable, proactive, and solution-oriented
- Client-focused with a service mindset
- Comfortable working independently and as part of a team
- Adaptable and positive during peak workload periods
What We Offer
- Competitive compensation (hourly or salary, based on experience)
- Stable, professional work environment
- Opportunity for growth and expanded responsibilities
- Supportive leadership and collaborative team culture
- Commitment to building one of the best firms to work for
Salary : $22 - $25