Administrative Support Specialist (Client-Facing) – Accounting Firm – Port Jefferson, NY
About the Role
We are a growing CPA firm based in Port Jefferson, NY, seeking a client-focused Administrative Support Specialist. This is a full-time, in-office position where you'll serve as the face of our firm — greeting clients, managing calls, handling client portals, A/R responsibilities and organizing sensitive financial documents with care.
If you enjoy building relationships, helping people, and being part of a supportive team, this role is a great fit.
Key Responsibilities
- Client Communication: Serve as the first point of contact for clients — answering phones, greeting visitors, and responding to inquiries with professionalism and warmth.
- Client Portal Management: Guide clients through our secure document portal, assist with uploads, and troubleshoot access issues via phone or email.
- Document Management: Scan, organize, and digitally file client tax documents, financial statements, and records while maintaining strict confidentiality.
- Administrative Support: Manage incoming calls, coordinate tasks, and collaborate with the accounting team to ensure clients receive timely and accurate support.
Qualifications
- Strong customer service mindset with excellent interpersonal and communication skills (verbal and written).
- Comfortable speaking with clients and working in a fast-paced professional office environment.
- Detail-oriented with strong organizational skills and the ability to handle confidential information.
- Proficient with basic computer tasks, email, and web-based portals; familiarity with Microsoft Office/Excel is a must.
- Prior experience in an administrative, receptionist, or client service role preferred. Experience in a CPA firm or professional services environment is a bonus, but not required.
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- High school diploma or equivalent required.
What We Offer
- Competitive compensation based on experience.
- Stable, full-time position with consistent daytime hours (Monday–Friday).
- Team-oriented, collaborative work environment.
- Opportunities for skill development and professional growth.
- Health Insurance
- Dental and Vision
- Vacation and Sick Time
- 401K with Matching
How to Apply
If you enjoy building positive client relationships and being a dependable resource in a professional setting, we'd love to hear from you. Click Apply to submit your resume and a brief note about why this role interests you.
