Tax & Accounting Operations Admin

Benefits: 401(k) matching Bonus based on performance Dental insurance Free food & snacks Health insurance Opportunity for advancement Paid time off Type: Full-time, in-person Experience: Entry Level to Mid-Level Functions: Administrative Reports To: Director of Tax Services & Director of Accounting Services Location: Honolulu, HI Compensation: Salary FLSA Status: Exempt COMPANY DESCRIPTION HiAccounting is a locally staffed accounting and tax firm serving small to medium sized businesses. Our team of accounting and tax professionals work together on multiple clients in various industries. HiAccounting is a division of The Hawaii Group, Hawaii’s leading business process outsourcing firm. We strongly believe in working personally and directly with our clients, connecting through HiGroup’s core principles of integrity, transparency, and dedicated client service. POSITION SUMMARY HiAccounting is seeking a Tax & Accounting Operations Admin to join its team. The Tax & Accounting Operations Admin is primarily responsible for the administrative support of the tax and accounting team of HiAccounting and our sister company, California Accounting & Tax. The Tax & Accounting Operations Admin will assist with tax returns, provide team support, manage CS Practice (firm practice management system), manage billings, and handle a wide variety of administrative duties critical to operational efficiency. HiAccounting is ideally looking for a seasoned Administrative Assistant. Previous experience in a CPA firm or legal firm is highly desired. The role is designed for a highly organized and detail-oriented professional who can balance high-volume task execution with process improvement, team support, and a commitment to delivering a seamless, client-focused experience. The Tax & Accounting Operations Admin reports to the Director of Tax Services and the Director of Accounting Services. ESSENTIAL FUNCTIONS Client Support & Experience Coordinate the engagement letter process, including drafting, sending, tracking, and filing. Assist with annual engagement letter renewals. Lead the administrative side of onboarding new clients. Develop and maintain strong client relationships by understanding client needs and ensuring consistent communication. Team Support Provide scheduling, email, and calendar support to leadership and team members. Support administrative tasks like scanning, printing, mailing, and general document handling. Provide direct support to the team for document handling, including copying, scanning, mailing, and digital file management. Correspond with clients and vendors to schedule in-person, phone, and virtual meetings with professional team members. Assist CEO and managing Directors with various administrative tasks as requested. Tax Return Support Manage the e-filing of tax returns and extensions, and mail tax returns as needed. Schedule tax return preparation and review across Hawaii and California offices. Maintain client databases and assist with scheduling coordination and workload tracking. Managing CS Practice (firm-wide practice management system) Manage new client set-up. Maintain current and updated database of client information. Save and organize permanent and correspondence documents. Manage engagements and project statuses. Manage document exchange through the “Client Vault/Portal”, including uploading and retrieving files for clients and team members. Help train clients on accessing “Client Vault/Portal” for ease of uploading documents and distributing tax returns to clients. Create, maintain, and send regular management reports. Support periodic data clean-up, client list management, and implementation of new tools as needed. Billing, Invoicing & Collections Prepare and send client invoices, including deposits and recurring billing. Track and record hard costs, assist with WIP documentation/reporting, and enter billing data into Sage Intacct (our firm’s accounting system). Follow up on outstanding balances, assist with collections, and maintain the AR aging schedule. Process client payments, including making remote deposits or bank runs as needed. Prepare monthly billing summaries, firm-wide. Other Front desk back-up – such as, but not limited to, greeting clients, answering phones, scheduling meetings, and office maintenance. Deliver best-in-class client service with an emphasis on being proactive, responsive, professional, and accurate. Deadline driven and complete tasks in a timely manner. Protect organization’s values by keeping information confidential. Actively contribute to the overall positive culture of the company. Embrace team-based approach to client service. Encourage collaboration, open communication and problem solving in a team environment. Participate and engage in training. Seek continuing education opportunities. Participate in company efforts to build a strong community presence with charitable activities. Seek mentoring and coaching opportunities. Ensure work is performed in compliance with the company’s established policies and procedures. Ability to organize and prioritize work and frequently communicate status with supervisor. Self-driven and takes initiative to research questions. Embrace technology and quickly adapt to technological changes. Practice integrity and professional judgment, including asking questions when needed. Perform other duties as assigned. QUALIFICATIONS Education: Associate or bachelor’s degree in business, accounting, or a related field preferred, but not required. Experience: 2–4 years in an accounting, operations, or administrative support role. Prior billing and software management experience preferred. Skills: Highly organized with strong attention to detail Proficient in Microsoft Office Suite and Adobe Acrobat Experience using CS Practice, Sage Intacct, or similar systems preferred Excellent communication and time management skills Comfortable working in a fast‑paced, deadline‑driven environment Other Requirements: Perform other duties as required. Availability to work additional hours or weekends, as projects demand. LOCATION HiAccounting prides itself on being locally staffed. This position requires that the applicant live in Oahu. If you are an applicant currently not living in Oahu, please specify in your cover letter your relocation timing and efforts. WHAT WE’RE LOOKING FOR A proactive, resourceful problem solver Someone who brings a high level of professionalism and client service to every interaction. Someone who thrives in a collaborative, cross‑functional team environment A person who wants to bring structure and clarity to a fast‑paced, growing team Eager to make suggestions for process improvements and operational efficiencies Reasonable Accommodations Statement: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. HiAccounting shall make reasonable accommodations to enable qualified individuals with disabilities to perform the essential functions. Life Insurance. #J-18808-Ljbffr