Administrator

Join the SMG ABA Team

At SMG ABA LLC, we take pride in being more than just an accounting firm. We foster a unique team spirit that sets us apart from our competitors. Guided by a set of core values, we have established ourselves as a seven-time Inc. 5000 company, demonstrating our unwavering commitment to success and continuous growth. With headquarters in Islandia, New York, and additional offices in New York City and St. Petersburg, Florida, we offer a dynamic and vibrant work environment.

As part of the SMG ABA team, you will be surrounded by individuals who value hard work, encourage personal and professional growth, and celebrate achievements together. We recognize the importance of each team member's contributions and provide a supportive atmosphere where your efforts are acknowledged and rewarded when we reach our goals.

Job Summary

The Administrator plays a critical role in supporting firm operations, client service, tax workflow coordination, billing, and office management. This position serves as the first point of contact for clients and ensures smooth day-to-day administrative execution.

Office & Front Desk Management

• Greet clients and vendors in a professional, friendly manner and offer refreshments.
• Answer incoming calls and route messages appropriately, including government agency calls
• Manage the Admin Inbox and monitor voicemail
• Maintain a clean, organized, and welcoming front office environment, including conference rooms and common areas.
• Plan, coordinate, and order lunches/dinners during tax season; confirm partners' preferences and needs.
• Monitor office, kitchen, and supply inventory; perform weekly inventory checks and coordinate reorders
• Restock kitchen, bathrooms, private offices, and shared spaces
• Water office plants weekly
• Maintain kitchen cleanliness: run dishwasher, clean sink, manage garbage, and discard expired food.
• Receive and distribute incoming mail and packages
• Prepare and track outgoing mail, including certified mail, FedEx, UPS, and client checks
• Manage mailings and postage (Stamps.com)
• Track and reconcile petty cash

Tax Administration Support

• Monitor the Tax Data Inbox and organize incoming documentation
• Create, label, and maintain digital and physical client tax folders
• Update client statuses and create, update, or close jobs in Axcess
• Send and follow up on e-file authorizations
• Scan, save, and prepare documents for E-Filing
• Process completed tax returns (email and physical delivery)
• Coordinate client payments (credit card and ACH)
• Prepare Powers of Attorney (POAs), route for signature, and submit to IRS
• Maintain organized client documentation and backup files
• Support recurring tax reporting tasks and seasonal workflows

Client Billing & Lifecycle Support

• Prepare and manage monthly client billing
• Process client renewals and update engagement terms
• Maintain billing data in QBO, Axcess, and internal tracking systems
• Monitor accounts receivable (A/R), send payment reminders, and maintain collections log
• Manage NY and FL QuickBooks Online subscription billbacks
• Manage subscription billbacks
• Handle client terminations, update records, deactivate billing, and archive folders

Vendor & Firm Operations Support

• Monitor and process recurring firm overhead payments (utilities, software subscriptions, etc.)
• Track vendor due dates and ensure timely payments
• Maintain organized records of invoices, receipts, and confirmations
• Monitor Axcess projects and File Holder reports; update task statuses
• Maintain organized server files and directories
• Update and maintain internal SOPs and workflow documentation
• Monitor Axcess and Bitwarden Teams channels for incoming requests
• Provide backup administrative support as needed

Qualifications and Attributes You Will Need

• High school diploma required; associate or bachelor's degree preferred
• Previous administrative experience required (accounting or financial services preferred)
• Strong organizational and time management skills
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Experience with QuickBooks Online and accounting software preferred
• Strong attention to detail and accuracy in data entry and recordkeeping
• Ability to manage multiple priorities in a deadline-driven environment
• Strong problem-solving skills
• Ability to maintain confidentiality of sensitive information

Benefits and Perks of Joining the SMG ABA Team

At SMG ABA, we value our team members and offer a comprehensive benefits package to support their well-being and professional growth. Joining our team comes with the following perks:

• Near-100% Employer-Paid Medical Premiums: Outstanding medical insurance coverage for team members with dental and vision options.
• 401(k) Retirement Plan: Future-focused retirement savings plan featuring direct employer matching.
• Ancillary Insurance Options: Flexible additional coverage choices tailored to your personal needs.
• Immediate PTO Accrual: Paid time off hours begin building from day one, allowing you to recharge and maintain work-life balance.
• 8 Company-Paid Holidays: Designated paid time off to celebrate major holidays throughout the year.
• Summer Hours Program: Enjoy half-day Fridays during the summer months to offset the long hours worked during tax season.
• Tax Season Meals: Enjoy complimentary, company-paid meals provided directly to the team during the busy tax season.
• Summer Lunch-and-Learns: Company-paid educational lunch sessions designed to collaborate and identify operational areas of improvement.
• Onsite Continuing Education: Paid professional training opportunities funded entirely by the firm to enhance your technical skills.
• Casual Dress Code: Come as you are! We embrace a relaxed workplace dress code-just ensure your attire remains appropriate for an office setting.
• Structured Mentor Program: Direct pairing with experienced leaders to support your long-term professional development and growth.
• Employee Volunteer Program: Earn additional paid time off specifically for community involvement and service.
• Engaging Team-Building Events: Regular firm-sponsored outings and collaborative social events to foster a positive work environment.