Office Administrator

Job Description

Job Description

The Office Administrator will assist with client document management, billing, follow-up communication, scheduling, and general office support. The position includes light client-facing interaction but does not require providing tax or accounting advice.

Primary Responsibilities

• Greet clients and provide friendly, professional assistance by phone, email, and in person.
• Answer incoming calls, take accurate messages, and route questions to the appropriate team member.
• Assist clients with scheduling appointments and using the firm’s secure client portal.
• Receive, scan, copy, organize, label, upload, and file client tax and accounting documents.
• Review incoming document submissions for organization and route them to the appropriate staff member.
• Maintain accurate electronic and physical client files.
• Track missing documents, signatures, completed forms, and other outstanding client items.
• Follow up with clients by phone or email regarding requested documents, incomplete information, unsigned forms, open invoices, and upcoming deadlines.
• Help clients understand where and how to submit documents without answering technical tax questions.
• Prepare documents and completed tax return packages for client pickup, mailing, electronic delivery, or signature.
• Assist with electronic signature requests, engagement letters, client organizers, and other administrative forms.
• Create invoices, send billing statements, record payments, and follow up on outstanding client balances.
• Update client contact information, project statuses, internal notes, and assigned tasks in the firm’s systems.
• Monitor general email inboxes and ensure client requests are acknowledged and directed appropriately.
• Process incoming and outgoing mail and maintain records of important correspondence.
• Assist the tax and accounting staff with basic data entry and administrative projects.
• Maintain office supplies, reception areas, and general office organization.
• Protect the confidentiality of sensitive personal, tax, payroll, and financial information.
• Provide additional administrative support during tax season and other busy periods.

Baker Business & Tax Services is a locally owned accounting firm in Fort Thomas, Kentucky. We serve individuals and small-to-medium-sized businesses throughout Northern Kentucky, Greater Cincinnati, and beyond.

Company Description

Baker Business & Tax Services is a locally owned accounting firm in Fort Thomas, Kentucky. We serve individuals and small-to-medium-sized businesses throughout Northern Kentucky, Greater Cincinnati, and beyond.\n\nOur firm provides tax preparation and planning, bookkeeping, payroll, new-business setup, and business consulting. We are committed to accuracy, responsive communication, and personalized service that makes tax and financial matters easier for our clients.