Job Overview:
We are seeking a detail-oriented and highly organized Administrative Assistant to support our accounting and tax team. This role involves managing documents, assisting with client communications, handling data entry, and ensuring smooth workflow processes. The ideal candidate is proactive, able to multitask, and comfortable working with financial documents and online systems.
Key Responsibilities:
1. Document Management & Data Entry
- Print, organize, and save tax financials and other client documents to ShareFile.
- Download and organize client documents from email and portals.
- Move and rename files per team instructions.
- Maintain Google Drive and ShareFile by ensuring documents are properly stored and labeled.
- Enter financial data into QuickBooks, spreadsheets, or other accounting software.
- Pull tax reports and lists from Drake software.
2. Client Support & Communication
- Send follow-up emails to clients regarding missing documents, signatures, or tax preparation status.
- Prepare engagement letters (EL) and invoices for tax services.
- Assist in gathering and verifying client banking details for tax refunds or payments.
- Manage recurring client invoicing in QuickBooks.
- Respond to basic client inquiries or escalate complex issues to the appropriate team member.
3. Compliance & Administrative Support
- Assist in preparing and sending 1099s for clients.
- Ensure correct setup for EFTPS payments and business tax filings.
- Maintain accurate records of company and client tax deadlines.
- Track and update licensing and compliance documentation for tax filings and registrations.
4. Workflow & Task Coordination
- Monitor and update CRM with client information and prospective client details
- Assign and track tasks in workflow management tools (Monday.com)
- Coordinate internal meetings and compile discussion points.
- Follow up with team members on pending tasks to ensure deadlines are met.
- Support the tax team by preparing reports, summaries, and action lists.
5. General Administrative Duties
- Schedule and send reminders for client meetings and document signings.
- Process online subscriptions and manage access for accounting tools.
- Handle incoming client inquiries and direct them to the appropriate department.
- Assist with bookings and administrative errands as needed.
- Research and compile data for team projects.
Qualifications & Skills:
✅ Attention to detail – Able to track multiple documents and deadlines.
✅ Strong organizational skills – Experience with digital filing systems.
✅ Tech-savvy – Comfortable using Google Drive, QuickBooks, ShareFile, and other accounting/tax platforms.
✅ Effective communicator – Professional and clear in emails and client interactions.
✅ Proactive problem-solver – Takes initiative in resolving admin-related issues.
✅ Experience in accounting, finance, or tax industry (preferred but not required).
Why Join Us?
- Work in a collaborative and supportive team environment.
- Gain exposure to financial operations and tax processes.
- Opportunity for growth and skill development in a professional services firm.
If you are detail-oriented, organized, and eager to support a busy accounting team, we encourage you to apply!
Job Types: Part-time, Contract
Pay: $15.00 - $30.00 per hour
Expected hours: 20.0 per week
Benefits:
Education:
Experience:
- Accounting: 2 years (Required)
- Administrative: 3 years (Preferred)
Location:
- Houston, TX 77002 (Required)
Shift availability:
Ability to Commute:
- Houston, TX 77002 (Preferred)
Work Location: In person
