Office Administrator

Job Description

Job Description We are looking for an organized and client-focused Office Administrator to join a well-established public accounting firm. This position supports daily office operations while assisting with bookkeeping, tax document coordination, and client communication in a fully onsite environment. The ideal candidate is detail-oriented, comfortable managing multiple priorities, and interested in growing within a services setting. This role offers the opportunity to contribute to a busy, reputable firm that values responsiveness, accuracy, and a balanced team culture.

Responsibilities:
• Coordinate client intake activities, including collecting required forms, following up on missing signatures, and helping keep tax return workflows on schedule.
• Enter basic tax-related information and supporting documents into internal systems with a strong focus on accuracy and completeness.
• Maintain client bookkeeping records by updating account activity, assisting with light accounts payable and accounts receivable tasks, and keeping financial data current.
• Process banking activity in QuickBooks Online by posting transactions, clearing statements, and completing account reconciliations.
• Scan, organize, and upload tax and financial documents into the firm’s document management platforms for easy access and secure recordkeeping.
• Support front office operations by answering phones, greeting visitors, coordinating meetings, and assisting with day-to-day administrative needs.
• Manage digital documentation through tools such as Dropbox, DocuSign, and TaxDome to streamline communication and file control.
• Assist the team with office coordination tasks in a paperless environment, ensuring records are organized and client materials are handled efficiently.• Experience in office administration, bookkeeping, or client support within a services, accounting, or financial environment.
• Working knowledge of QuickBooks, including transaction entry and bank reconciliation activities.
• Familiarity with accounts payable, accounts receivable, and general bookkeeping support functions.
• Ability to manage document-heavy processes with strong attention to detail and organizational skills.
• Comfortable using Microsoft Office applications, especially Outlook and other core administrative tools.
• Strong communication skills with the ability to interact effectively with clients in person, by phone, and online.
• Availability to work fully onsite in Phoenix, Arizona with flexibility around scheduled hours.
• Exposure to tax preparation software such as Lacerte is helpful but not required.