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. 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. Our 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. 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. Our 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. #J-18808-Ljbffr Baker Business and Tax Services LLC