Position Overview
Aspire Tax & Accounting is seeking a professional, detail-oriented, and customer-focused Receptionist & Tax Administrative Assistant to serve as the first point of contact for our clients while providing critical administrative and tax support to our team.
This position is ideal for someone who enjoys working with people, thrives in a fast-paced environment, is comfortable with technology, and wants to play a key role in helping clients navigate the tax preparation process. The successful candidate will manage front-office operations, support tax return processing, assist with client communication, and help maintain efficient office workflows.
About Us
Aspire Tax & Accounting is a growing firm that combines tax, accounting, payroll, and financial advisory services to help clients make better decisions, not just report past results. We work best with growth-oriented business owners and individuals who value expertise, proactive planning, and long-term relationships. Our mission is to create meaningful outcomes for clients through excellent advice, responsive service, and a culture of continuous improvement.
Key Responsibilities
Client Service & Hospitality
- Serve as the "director of first impressions" by providing exceptional client service.
- Greet clients warmly and professionally upon arrival.
- Assist clients dropping off or picking up tax documents and completed returns.
- Escort clients to meeting rooms and offer refreshments as appropriate.
- Maintain a clean, organized, and welcoming reception area, conference rooms, kitchen, and client spaces.
- Handle sensitive client information with professionalism, discretion, and confidentiality.
Phone, Email & Client Communications
- Answer incoming calls professionally and efficiently.
- Route calls and messages to appropriate team members.
- Monitor voicemail, email, text messages, and other communication channels.
- Manage and respond to inquiries through the firm's website and general email inbox.
- Assist with appointment scheduling, confirmations, and rescheduling.
- Maintain communication records within firm software systems.
- Recognize and appropriately manage spam and phishing communications.
Mail & Office Operations
- Process incoming and outgoing mail and packages.
- Prepare client correspondence, tax returns, K-1 packages, and other mailings.
- Track and document certified or tracked mail.
- Monitor office supply inventory and place orders as needed.
- Coordinate hospitality supplies, tax season materials, forms, folders, envelopes, labels, and printing supplies.
- Assist with office maintenance requests and vendor coordination.
Tax Return Processing & Administrative Support
- Process client tax document intake according to established procedures.
- Scan, organize, and route tax documents for preparation.
- Assist with tax return assembly, printing, and delivery.
- Manage engagement letters, powers of attorney, checklists, and supporting documentation.
- Facilitate tax return pickup appointments and payment collection.
- Support annual client mailings and tax season preparation activities.
Tax Support & E-Filing
- Electronically file tax returns and extensions.
- Monitor e-file acknowledgments and resolve filing issues.
- Process and scan tax returns and supporting documentation.
- Perform tax-related data entry and administrative tasks.
- Contact clients regarding missing information or documentation.
- Assist with Soraban workflows and client portal communications.
- Support tax workflow processes throughout the filing season.
Billing & Financial Administration
- Process client payments, including cash, checks, and credit card transactions.
- Prepare weekly bank deposits.
- Assist with monthly billing activities.
- Maintain accurate payment and billing records.
Technology & Practice Management
- Utilize and maintain firm software systems, including:
- Karbon
- Soraban
- Drake Tax
- QuickBooks
- Microsoft Outlook
- Microsoft Word
- Microsoft Excel
- Foxit PDF Software
- Assist with practice management workflows and client database maintenance.
- Support technology troubleshooting and office equipment operation.
- Help maintain data integrity and client records.
- Assist with website updates and administrative technology projects.
- Monitor system backups and notify appropriate personnel of concerns.
Additional Duties
- Support team members during busy tax season and special projects.
- Assist with workflow improvements and process documentation.
- Help manage unexpected client service or operational situations as they arise.
Qualifications
Required
- Outstanding customer service and communication skills.
- Strong organizational and multitasking abilities.
- High level of professionalism and discretion.
- Excellent attention to detail.
- Ability to learn new software and business processes quickly.
- Proficiency with Microsoft Office applications.
- Ability to manage multiple priorities in a fast-paced environment.
Preferred
- Experience in a receptionist, administrative assistant, office manager, or client service role.
- Experience in a tax, accounting, bookkeeping, financial services, or professional office environment.
- Familiarity with CRM, workflow, or document management systems.
- Basic bookkeeping or QuickBooks experience.
Pay: $20.00 - $25.00 per hour
Benefits:
- Paid time off
- Retirement plan
Application Question(s):
- Are you comfortable working for a faith-based company?
- Can you pass a criminal and financial background check?
Work Location: In person
