What are the responsibilities and job description for the Office Administrator position at VF Tax Services?
Job Posting: Seasonal Office Administrator (Part-Time/Full-Time During Peak Season)
Company Overview
At VF Tax Services, we are a dedicated team of tax professionals committed to providing exceptional tax preparation, planning, and advisory services to individuals and businesses in our community. With a focus on accuracy, integrity, and client satisfaction, we help our clients navigate complex tax regulations while building long-term relationships. As we gear up for another busy tax season, we're seeking a reliable and organized Seasonal Office Administrator to support our operations. This role offers a dynamic work environment where you'll play a key part in ensuring smooth day-to-day office functions.
Job Summary
We are hiring a Seasonal Office Administrator for a part-time position that transitions to full-time during our peak tax season (February through May). This in-office role requires a presence 5 days a week, with a structured full-time schedule during the high-volume period to handle increased client traffic and administrative demands. Outside of tax season, the position shifts to part-time with highly flexible hours and office attendance, allowing for a better work-life balance. The ideal candidate is detail-oriented, personable, and thrives in a fast-paced environment, providing essential support to our tax team and clients.
Key Responsibilities
As the Seasonal Office Administrator, you will be the frontline of our office, ensuring efficient operations and a positive experience for our clients. Your duties will include, but are not limited to:
- Client Interaction and Support: Greeting clients upon arrival, seating them comfortably, and offering refreshments or assistance while they wait. Handling incoming phone calls and emails with professionalism, addressing inquiries, and directing them to the appropriate team member. Reaching out to clients via phone or email to request additional documentation or information needed by the tax team, ensuring timely follow-ups to keep preparations on track.
- Scheduling and Coordination: Managing the office calendar to schedule client meetings, consultations, and appointments for tax preparers. Coordinating with the team to avoid conflicts and confirming details with clients to minimize no-shows or rescheduling.
- Administrative Tasks: Performing routine office duties such as scanning, copying, and organizing documents to maintain accurate and secure client files. Preparing and assembling mailings, including tax return packages, informational brochures, and correspondence. Assisting with data entry, filing, and maintaining office supplies inventory.
- General Office Management: Monitoring and responding to office emails, ensuring prompt replies to client questions or requests. Supporting the tax team with ad-hoc tasks, such as compiling reports, updating client databases, or assisting with basic research under supervision. Contributing to a welcoming and efficient office environment by handling light cleaning, organizing workspaces, and troubleshooting minor office equipment issues.
- Seasonal Adaptations: During tax season (February-May), ramping up to handle higher volumes of client interactions, document processing, and urgent requests. Post-season, focusing on lighter administrative support, such as off-peak client communications and preparatory work for the next year.
Qualifications and Requirements
- Experience: Previous experience in an administrative or office support role is preferred, ideally in a professional services environment like accounting, legal, or finance. Familiarity with tax practices is a plus but not required—we provide training.
- Skills: Strong organizational and multitasking abilities, with excellent attention to detail. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment. Outstanding communication skills, both verbal and written, with a friendly and professional demeanor. Ability to handle sensitive information confidentially in compliance with privacy regulations.
- Personal Attributes: Reliable, punctual, and adaptable to changing workloads. A team player who can work independently when needed. Comfortable in a client-facing role with a positive attitude toward providing exceptional service.
- Education: High school diploma or equivalent required; associate's degree or relevant certifications (e.g., in office administration) are advantageous.
- Other: Must be authorized to work in the U.S. Basic background check may be required due to handling of financial documents.
Schedule and Compensation
- Tax Season (February-May): Full-time, 40 hours per week, Monday through Friday (typically 9 AM - 5 PM, with potential for some evening or weekend hours during peak filing periods). In-office attendance required 5 days a week.
- Off-Season (June-January): Part-time, with highly flexible scheduling. Office presence will vary based on needs, potentially including remote options for certain tasks, though some in-person days will be required for hands-on duties.
- Compensation: Competitive hourly rate of $18-$25 per hour, depending on experience. Potential for performance-based bonuses during tax season. Benefits include paid training, free parking, and opportunities for professional development. No health benefits for this seasonal/part-time role, but full-time employees may be eligible for consideration in future openings.
Why join Us?
This position offers a great entry point into the tax industry, with hands-on experience in a supportive team environment. You'll gain valuable skills in client service and administration while contributing to meaningful work that helps people and businesses thrive. We value work-life balance, especially post-season, and foster a collaborative culture with opportunities for growth.
- How to Apply
If you're enthusiastic about supporting a busy tax firm and have the skills to keep our office running smoothly, we'd love to hear from you! Please submit your resume and a brief cover letter outlining your relevant experience to Andy Meyer, ameyer@vfplanning.com with the subject line "Seasonal Office Administrator Application." Applications will be reviewed on a rolling basis. We are an equal opportunity employer and encourage applications from diverse candidates.
VF Tax Serices
5151 Pfeiffer Rd., Ste 200, Blue Ash, OH 45242
513-576-9030
https://vfptaxservices.com/
Job Type: Part-time
Pay: $22.55 - $27.16 per hour
Expected hours: 10 – 40 per week
Benefits:
- Flexible schedule
Work Location: In person
Salary : $18 - $25