Experienced Administrative Assistant / Client Services Coordinator

We Do Books, Inc. and Sharp CFO are seeking an experienced, highly capable administrative professional to support our clients and accounting team.

This is more than a basic receptionist position. The right person will help manage client communications, scheduling, documents, deadlines, workflow, billing support, and the many moving pieces that keep a professional accounting office functioning properly.

We are open to hiring one full-time person or two strong part-time people, depending on the qualifications and availability of the candidates.

For an exceptional candidate, this position may grow into a senior administrative, client services, or office operations role.

Our office is professional, focused, and generally quiet. We value accuracy, good judgment, reliability, initiative, and people who follow a task through to completion.

COMPENSATION

Pay ranges from $23.00 to $30.00 per hour.

Actual starting pay will be based on:

• Directly relevant administrative and client-service experience
• Computer proficiency
• Telephone and written communication skills
• Ability to prioritize and work independently
• Accuracy, judgment, and follow-through
• Responsibilities assigned to the position
• Performance demonstrated during the selection process

The upper end of the compensation range is reserved for candidates who can quickly assume significant responsibility, work with limited supervision, and provide advanced administrative or office-management support.

We believe in paying fairly for the value and responsibility a person brings to the firm. Strong performance and expanded responsibilities will be recognized.

PRIMARY RESPONSIBILITIES

• Answer and manage incoming telephone calls professionally
• Communicate with clients by telephone, email, and in person
• Schedule and confirm appointments
• Monitor calendars, deadlines, and outstanding client requests
• Receive, scan, name, organize, and route confidential documents
• Upload and retrieve documents through secure client portals
• Prepare routine emails, letters, forms, and client communications
• Assist clients with electronic signatures and document delivery
• Maintain accurate client records in office and workflow systems
• Track missing information and follow up with clients
• Assist with billing, payment processing, and administrative reports
• Process incoming and outgoing mail
• Support accountants and tax professionals during deadline periods
• Identify unfinished tasks and help bring them to completion

COMPUTER PROFICIENCY IS ESSENTIAL

Applicants must be genuinely comfortable working on a computer throughout the day.

The successful candidate must be able to move confidently among email, PDFs, web-based applications, cloud storage, client portals, scanners, spreadsheets, and multiple open programs without requiring basic step-by-step computer instruction.

Experience should include most of the following:

• Microsoft Windows
• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft 365
• Adobe Acrobat or similar PDF software
• Cloud-based document storage
• Online scheduling or CRM systems
• Scanning, saving, locating, renaming, and organizing electronic files

We will train the selected candidate on our specific accounting and office systems. However, this is not an entry-level computer position.

QUALIFICATIONS

• Prior administrative, executive-assistant, office-coordinator, or client-service experience
• Clear and professional telephone communication
• Strong written communication and grammar
• Excellent organization and attention to detail
• Ability to handle confidential financial and tax information
• Ability to manage several priorities without losing track of them
• Dependable attendance and punctuality
• Willingness to ask appropriate questions, take notes, and learn
• Ability to accept direction while also working independently
• Calm and professional approach during busy deadline periods

Experience in an accounting, tax, financial, legal, medical, insurance, or other professional-services office is preferred but not required.

Specific accounting or tax software experience is helpful, but strong overall computer ability is more important.

Because this position involves access to confidential personal and financial information, professional references and a background check may be required.

HOURS AND SCHEDULE

We are considering candidates seeking between 20 and 40 hours per week.

The final schedule will depend on the successful candidate’s availability, qualifications, and the needs of the firm.

We are willing to structure the position around an outstanding part-time candidate, including someone seeking a stable professional role without necessarily wanting a traditional 40-hour schedule.

This is an in-office position in Wickenburg, Arizona. Reliable availability during agreed-upon working hours is required.

Additional availability during major tax and filing deadlines is helpful.

SELECTION PROCESS

Selected applicants will first participate in a brief telephone interview.

Candidates who advance may then be invited to an in-person interview and a paid practical skills assessment.

The assessment may include:

• Drafting a client email
• Organizing electronic documents
• Working with a PDF
• Entering or reviewing information in a spreadsheet
• Prioritizing several competing requests
• Handling a simulated client telephone call

This process allows both the candidate and the firm to evaluate the working relationship, office environment, expectations, and actual job responsibilities.

HOW TO APPLY

Please submit your résumé and answer the application questions included with this posting.

Applications that do not answer the requested questions may not receive further consideration.

We Do Books, Inc. is an equal-opportunity employer. Candidates are evaluated based on qualifications, demonstrated abilities, reliability, professionalism, and ability to perform the responsibilities of the position.

Pay: $23.00 - $30.00 per hour

Benefits:

• Flexible schedule
• Paid time off

Application Question(s):

• How many years of administrative, office coordination, or client-service experience do you have?
• How many hours per week are you seeking?

Work Location: In person

Salary : $23 - $30