Administrative Assistant (Tax)

Overview

• Provide comprehensive administrative support to the tax department, ensuring smooth operations and efficient workflow management in a dynamic professional services environment.
• Assist in preparing, organizing, and electronically filing essential documents with precision and timeliness to meet departmental needs.
• Manage client data and workflows using advanced ERP systems and software tools to optimize efficiency and accuracy.
• Handle correspondence, scheduling, and front desk duties, maintaining professionalism and confidentiality in all interactions.
• Coordinate conference room setups, ensuring readiness for meetings and events to support team collaboration.
• Oversee the creation of shipping labels and dispatch of outgoing packages promptly and accurately.
• Collaborate with team members to identify and implement process improvements for enhanced operational efficiency.
• Deliver exceptional customer service, fostering positive relationships with clients and internal teams.

Key Responsibilities & Duties

• Prepare, finalize, and upload Statements of Work (SOWs) and related documents in ERP systems, ensuring compliance with procedures.
• Update workflows, verify document completion, and maintain accurate records to support departmental operations.
• Manage client setup processes, including payment verification and record maintenance, ensuring data integrity.
• Provide professional front desk coverage, managing incoming calls and visitor interactions effectively and courteously.
• Generate labels for outgoing packages and coordinate timely dispatch with delivery services to meet deadlines.
• Assist in scheduling and preparing conference rooms for meetings and events, ensuring seamless execution.
• Support correspondence tasks, including drafting emails and managing expense reports with attention to detail.
• Utilize CRM tools and other software to manage client relationships and workflow processes effectively.

Job Requirements

• High School Diploma or GED required; Bachelor’s degree preferred for advanced qualifications.
• Minimum of four years of administrative experience; experience in professional services firms preferred.
• Proficiency in Microsoft Office Suite; familiarity with ERP systems is advantageous.
• Bilingual Spanish skills are preferred but not mandatory for the role.
• Strong organizational skills with the ability to manage multiple tasks efficiently and effectively.
• Excellent written and verbal communication skills, demonstrating attention to detail and professionalism.
• Ability to work independently in a fast-paced, deadline-driven environment.
• Demonstrated capability to handle confidential information with discretion and integrity.