Accounting Firm Administrative Assistant

Job Description

Job Description

We are seeking a highly organized, personable, and detail-oriented professional to serve as the first point of contact for our clients while supporting payroll, accounts payable, tax intake, and client success operations. This position is ideal for someone who enjoys working with people, thrives in a fast-paced environment, and takes pride in delivering exceptional service and accuracy.

At Farmand, Farmand & Farmand, you'll be part of a growing firm that values exceptional client service, teamwork, and professional development. We invest in our employees through competitive benefits, retirement savings with employer matching, and opportunities to build a long-term career in public accounting and client advisory services.

Key Responsibilities:

Client Experience & Front Office Administration

• Serve as the primary point of contact for clients via phone, email, and in-person interactions.
• Welcome clients and guests in a professional and friendly manner.
• Answer incoming phone calls and direct inquiries appropriately.
• Assist with client onboarding and account setup.
• Track client requests and follow up to ensure completion.
• Manage incoming and outgoing mail.
• Schedule meetings and appointments.
• Maintain organized digital and physical records.
• Support office operations and administrative projects.

Payroll Services

• Process payroll for multiple business clients accurately and timely.
• Collect, review, and verify payroll information from clients.
• Assist clients with payroll questions and requests.
• Maintain payroll compliance records and reporting deadlines.

Accounts Payable Support

• Receive, review, and process vendor invoices.
• Assist with bill payment scheduling and approval workflows.
• Maintain vendor records and supporting documentation.
• Ensure accurate and timely processing of payments.

Tax Intake & Client Coordination

• Manage tax return intake process for individual clients.
• Collect tax documents and verify completeness.
• Support tax return workflow by tracking required documents and follow-ups.
• Coordinate electronic signatures and tax return delivery.

Qualifications:

Required

• 2+ years of customer service, administrative, bookkeeping, payroll, or office management experience.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• High attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.
• Professional demeanor and positive attitude.
• Associate's or Bachelor's degree in Business, Accounting, or related field.
• Proficiency with Microsoft Office.

Preferred

• Experience working in an accounting, CPA, bookkeeping, or professional services firm.
• Familiarity with QuickBooks Online, Xero, Gusto, ADP, or similar accounting/payroll software.
• Familiarity with tax preparation workflows and client document management.
• Experience using CRM or workflow systems such as Karbon.

Compensation & Benefits

• Competitive salary based on experience
• Health Insurance
• Dental Insurance
• Employer-Paid Life Insurance
• SIMPLE IRA Retirement Plan with Employer Match
• Paid Time Off (PTO) and paid holidays
• Collaborative, team-oriented workplace culture

Our firm is grown from family roots. Servicing clients since 1975, our firm was founded by three brothers and has since grown to a staff in excess of 15.

While our two offices are physically located in Jacksonville and Fernandina Beach, Fla., we service clients throughout the country and abroad as well, by leveraging both traditional and next-gen methods of communication.

Our firm continually invests in new technologies for the benefit of our clients but the real difference-maker we offer is our diverse and experienced staff. With years of experience in public accounting, including the Big 4, international accounting and public industry, our staff provides our clients with the technical guidance they require and the practical expertise necessary to properly implement sound accounting and business concepts.

Company Description

Our firm is grown from family roots. Servicing clients since 1975, our firm was founded by three brothers and has since grown to a staff in excess of 15.\r\n\r\nWhile our two offices are physically located in Jacksonville and Fernandina Beach, Fla., we service clients throughout the country and abroad as well, by leveraging both traditional and next-gen methods of communication.\r\n\r\nOur firm continually invests in new technologies for the benefit of our clients but the real difference-maker we offer is our diverse and experienced staff. With years of experience in public accounting, including the Big 4, international accounting and public industry, our staff provides our clients with the technical guidance they require and the practical expertise necessary to properly implement sound accounting and business concepts.