Administrative Assistant

Schedule: Full-Time, Monday-Friday, 9:00 AM-5:00 PM (40 hours per week) Target Start Date: January 1, 2027 Salary: $40,000+ (depending on expertise and experience) About Elevate Elevate LLC is a next-generation professional services platform built to partner with entrepreneurial, growth-focused accounting, tax, and advisory firms. Our mission is to empower firms and their leaders by providing capital, operational support, technology, and strategic guidance to help them scale while preserving their independence and culture. A partner firm of Elevate located in Rochester, New York is seeking a highly organized and professional Administrative Assistant to support daily office operations and serve as the first point of contact for clients. This role is essential to providing exceptional client service, maintaining an efficient and welcoming office environment, and supporting the firm's Partners and Staff throughout the year, including during the busy tax season. The ideal candidate enjoys working in a fast-paced professional environment, communicates effectively, manages competing priorities with care, and takes pride in delivering a positive client experience. Key Responsibilities Client Reception & Service Greet and assist clients visiting the office in a professional and welcoming manner. Monitor the front reception desk and serve as the primary point of contact for in-person visitors. Answer incoming phone calls and respond to basic client inquiries by phone or email. Direct client requests to the appropriate Partner or team member. Administrative Support Schedule client appointments and internal meetings for Partners. Manage incoming and outgoing correspondence, including email, fax, USPS, FedEx, courier services, and other deliveries. Provide general administrative support and assist with special projects as needed. Work within the firm's billing portal to process client payments accurately and securely, including payments received in person, by mail, or through approved electronic payment methods. Record payments promptly and provide receipts or payment confirmations to clients as needed via email. Assist with Accounts Receivable collection efforts by contacting clients via phone and email regarding outstanding balances and past due invoices. Maintain a professional and courteous approach during collection calls and document client communications, payment commitments, and follow-up dates. Respond to basic client questions regarding invoices, payment status, and balances due, and provide assistance on how to make payments electronically via the online billing portal. Research routine billing questions and coordinate more complex invoice, adjustment, credit, or account questions with the Firm Administrator or Partner. Monitor and respond to billing-related emails, phone messages, and client requests to support timely resolution, escalating issues to the Firm Administrator or Partner as needed. Prepare and submit client billing form submissions on behalf of Partners and Directors as instructed, including creating draft invoices and sending them to clients. Document Management Receive client information and source documents delivered in person or by mail. Scan, organize, and route documents to create and maintain electronic client files. Handle confidential client and firm information with discretion. Assist with assembling, processing, and distributing individual and business tax returns. Support the preparation and delivery of other client deliverables. Coordinate client pickups and deliveries, particularly during peak tax season. Assist with new client onboarding, including drafting engagement letters, sending tax organizers, and requesting prior year tax documents. Office Operations Maintain office inventory and place kitchen and office supply orders as needed. Keep conference rooms, reception areas, common areas, and the kitchen organized and presentable. Perform light shared-office upkeep, including loading or emptying the dishwasher and resetting client-facing spaces. Coordinate routine office and vendor needs as directed. Other Responsibilities Support administrative, operational, and client service initiatives across other Elevate platform firms as needed and if capacity allows. Provide cross-functional support for special projects, firm integrations, and shared platform initiatives. Assist with back-office, client-facing, and administrative activities to help maintain consistent service levels across the Elevate platform. Collaborate with team members across multiple offices and business units to support firm operations and strategic priorities. Qualifications Two or more years of administrative, receptionist, customer service, or office support experience preferred. Experience in a public accounting firm, law firm, financial services firm, or other professional services environment is a plus. Proficiency with Microsoft Outlook, Word, Excel, and standard office technology. Strong customer service, interpersonal, written, and verbal communication skills. Excellent organization, accuracy, attention to detail, and follow-through on assignments. Ability to manage multiple priorities and remain composed during high-volume periods. Ability to handle confidential information with discretion and professionalism. Ability to work on-site Monday-Friday, 9:00 AM-5:00 PM, with additional hours during peak periods (January-April and August-October) as needed. Compensation for this role is based on experience and is aligned with market rates. We value our team members and are committed to their success and well-being. As part of our comprehensive benefits and compensation package, we offer: Medical, Dental, and Vision plans 401(k) plan Generous Paid Time Off (PTO) Paid Firm Holidays Discretionary Performance Bonus Eligibility for benefits is determined based on position, hours worked, and other criteria. Specific details will be provided during the hiring process. Elevate and its related subsidiaries are equal opportunity employers. The Firm is committed to providing equal employment opportunity to all persons in connection with hiring, assignment, promotion, compensation or other conditions of the employment relationship regardless of race, color, age, sex, marital status, disability, pregnancy, citizenship, philosophy/religion, national origin, sexual orientation, gender identity, military or veteran status, political affiliation or belief, or any other status protected by federal, state or local law. #J-18808-Ljbffr Elevate