Receptionist/Administrative Assistant

Receptionist / Administrative Assistant

Office: Hilo office, in person

Primary Focus: Client reception, general office administration, and tax return processing support

Team Supported: Approximately 8 people

The Receptionist / Administrative Assistant will serve as the first point of contact for clients and visitors at Accuity's Hilo office. This role is responsible for greeting clients, handling phone calls, supporting day-to-day office administration for a team of approximately 8 people, and assisting with the administrative aspects of tax return processing.

This position requires strong client service skills, attention to detail, professionalism, and the ability to balance front-office responsibilities with administrative and tax processing deadlines. The role will also work with other administrative team members across the Firm to support consistent procedures and seamless service.

Key Responsibilities

Reception and Client Service

• Greet clients, visitors, and vendors in a professional, welcoming, and courteous manner.
• Answer and route incoming phone calls, take messages, and assist callers with general inquiries.
• Help ensure clients have a positive experience when visiting or contacting the Hilo office.
• Assist clients with administrative questions related to tax return processing, including e-filing steps when appropriate.

Office Administrative Support

• Provide general administrative support to the Hilo office team, including scheduling, correspondence, document preparation, and coordination of office activities.
• Manage calendars and schedules as requested.
• Set up in-house or external meetings, including room reservations, calendar invitations, and food arrangements.
• Open, sort, and handle incoming mail for the office.
• Maintain paper and electronic files in accordance with Firm standards.
• Assist with office cleanup, maintenance efforts, and general organization of the office.
• Handle copying, scanning, faxing, filing, and other routine administrative projects.

Tax Return Processing Support

• Provide administrative support for tax return processing, particularly during tax busy season.
• Assist with gathering, organizing, tracking, and processing tax return documents.
• Help coordinate client signatures, e-filing steps, delivery of completed returns, and related administrative follow-up.
• Support the tax team with accurate, timely, and complete processing of returns and related documents.
• Maintain confidentiality and accuracy when handling client tax information.

Document Preparation and Correspondence

• Prepare, type, and proofread documents, including engagement letters, memos, reports, correspondence, and other client-facing materials.
• Prepare client engagement letters, billings, and correspondence as requested by partners, principals, managers, or other professionals.
• Assist with reports and analysis as requested to support tax engagements or office operations.

Accounting and Practice Support

• Deposit checks and enter receipts into the practice management system.
• Assist with follow-up on outstanding receivables as requested.
• Prepare time and expense reports as needed.
• Support client billing and related administrative follow-up.

Other Duties

• Provide backup administrative support as needed.
• Assist with special projects, Firm initiatives, and other duties as assigned.
• Coordinate with other administrative personnel across the Firm to support consistent processes and procedures.

Qualifications and Attributes

Strong customer service, communication, and interpersonal skills.

Professional appearance and demeanor appropriate for a leading professional services firm.

Ability to interact with clients, team members, and professionals in a courteous and professional manner.

Strong attention to detail and ability to produce accurate, complete work.

Ability to multi-task and prioritize work to meet internal and external deadlines.

Ability to work independently with minimal direction.

Initiative to anticipate needs and develop solutions.

Flexibility and ability to adapt quickly to changing priorities.

Ability to work as part of a team and collaborate with administrative team members across the Firm.

Strong ethical standards, confidentiality, and sound judgment when handling client and Firm information.

Skills

Proficiency with Microsoft Word and Excel.

Ability to learn and use Firm software, practice management systems, and tax processing tools.

Strong written and oral communication skills.

Strong grammar, punctuation, and proofreading skills.

Comfortable working in a fast-paced client service environment.

Education and Experience

High school diploma or equivalent required.

Associate degree or higher in business administration or a related field preferred, but not required.

Previous administrative, receptionist, or professional office experience preferred, but not required.

Work Expectations

This position is based in the Hilo office.

Overtime may be required as necessary to complete assignments, particularly during tax busy season.

Compensation and Benefits

The salary range for this role is $50,000 to $65,000. The final salary offer is contingent upon the candidate's experience, qualifications, and market and business conditions.

In addition to competitive compensation and ongoing technical training, Accuity offers a comprehensive benefits package designed to support employees' health, financial well-being, professional growth, and work-life balance. Benefits include medical, dental, and vision coverage, a 401(k) plan with Firm contributions, life and disability insurance, responsible time off, a monthly wellness subsidy, fully sponsored life coaching services, and a variety of additional employee programs and perks.

Equal Opportunity

We are an equal opportunity employer, and we do not discriminate on the basis of race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability, genetic information, or any other applicable legally protected characteristic.