Office Administrator & Receptionist

About the Company

We are a national professional services and technology organization with a rapidly growing presence across the United States, now expanding with a new office in Carlsbad, California. Our platform brings together Rockwater Tax, a high-touch tax services firm serving businesses nationwide, and TaxRock, a technology-driven compliance and risk intelligence platform that empowers organizations to proactively monitor and manage tax exposure.

Together, we combine deep expertise with innovative technology to deliver smarter, more efficient solutions while creating opportunities for our team to grow, take ownership, and make a real impact.

The Role

Rockwater Group is looking for an energetic Office Administrator/Receptionist to join our growing team! This is a highly visible role responsible for creating a welcoming and organized experience for employees, clients, and visitors while serving as the operational hub of the office. As the first point of contact for many interactions, this individual helps ensure the office runs smoothly, efficiently, and professionally.

This position oversees a wide range of administrative and operational activities, from managing office logistics and coordinating travel to supporting employee onboarding, vendor relationships, and company events. This position serves as the primary administrative resource for both in-office and remote employees, ensuring all team members receive timely support, access to resources, and a consistent employee experience regardless of location.

The ideal candidate is organized, service-oriented, proactive, and adaptable, with a genuine desire to help others and a talent for keeping multiple priorities moving forward. This role is well suited for someone who enjoys being at the center of a collaborative team environment and takes pride in creating an exceptional employee and client experience.

Key Responsibilities:

• Answer and direct incoming phone calls in a professional and courteous manner.
• Welcome, assist, and direct clients, visitors, and vendors.
• Perform billable administrative work, including document preparation, project coordination, data entry, reporting, and other client-related support activities.
• Assist with project deliverables and administrative tasks to support client engagements.
• Manage a 50% billable utilization rate
• Maintain a positive and professional office environment.
• Coordinate incoming and outgoing mail, packages, and courier services.
• Serve as the primary point of contact for remote employees regarding office-related needs and administrative support.
• Order, stock, and manage office supplies and kitchen inventory.
• Ensure the office remains organized, functional, and well-maintained.
• Arrange and manage business travel for employees, including flights, hotels, rental cars, and itineraries.
• Support employee onboarding activities, including workstation and desk setup for new hires.
• Coordinate office access, equipment requests, and onboarding logistics.
• Assist HR with administrative tasks and employee engagement activities as needed.
• Help plan and coordinate company meetings, training sessions, employee appreciation events, and other office functions.
• Support company culture initiatives and special projects.
• Various ad hoc duties

Qualifications

• Associate or Bachelors degree preferred
• 2+ years of experience in reception, office administration, executive support, or a similar role.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency with Microsoft Office Suite and common business software applications.
• Ability to manage competing priorities and maintain attention to detail.
• Professional and positive demeanor with a strong customer service orientation.
• Experience coordinating travel, events, and vendor relationships preferred.
• Strong business acumen and judgment, with a proactive and solution-oriented approach.

Why Rockwater Tax

• Competitive base salary commensurate with experience.
• Full benefits package including health, dental, and company matching 401(k).
• Company-wide winter break – we shut down for a full week over Christmas. PTO + paid holidays.
• Professional development support.
• Growth opportunities in a fast-scaling company.
• A role with local presence and national impact.
• Be part of a culture built on integrity, transparency and relentless client focus.