Administrative Assistant

Job Description

Job Description

Front Desk Administrator

We are looking for an Administrative Assistant to support a busy tax team in Colorado. This Long-term Contract position is ideal for someone who enjoys balancing front-desk interaction, client communication, and hands-on administrative coordination in a structured services setting. The person in this role will help keep client matters organized, provide timely updates, and ensure the office operates smoothly during both steady and high-volume periods.

Responsibilities:

• Welcome clients upon arrival, create a positive first impression, and manage front-desk interactions throughout the day.

• Receive phone calls and in-person questions, identify each client’s needs, and route requests to the appropriate team member.

• Coordinate with the tax staff to relay client updates, outstanding items, and time-sensitive requests accurately.

• Follow up with clients to collect missing tax documents and guide them through secure portal submissions when needed.

• Provide routine status updates related to returns, document collection, engagement progress, and general workflow steps.

• Use Karbon, Ignition, and related office systems to track engagements, maintain workflow visibility, and support daily department operations.

• Monitor extension-related activity by tracking signatures, outstanding information, and progress toward completion deadlines.

• Handle administrative support tasks such as scanning, filing, faxing, data entry, and maintaining organized client records.

• Offer basic assistance for standard tax-process questions while escalating technical or planning matters to the appropriate tax team member.

• Help troubleshoot common office equipment issues, including printers and scanners, to minimize interruptions in daily work.

• Prior experience in administrative support, receptionist work, or office coordination within a detail-oriented environment, preferably in a tax office/

• Strong verbal and written communication skills with the ability to interact effectively with a wide range of client personalities.

• Demonstrated ability to manage multiple priorities, stay organized, and follow through on tasks with minimal supervision.

• Experience handling inbound calls, client correspondence, document tracking, and general administrative office duties.

• QuickBooks Online experience is required.

• Ability to learn new software, systems, and industry terminology quickly.

• High level of discretion and professionalism when working with sensitive personal and financial information.

• Familiarity with tax, accounting, or similar client service environments is preferred, and basic knowledge of tax processes is helpful.