Office Administrator

Office Administrator

The Armstrong Company – Property Tax Consultants is seeking a dependable and detail-oriented Executive Administrator to join our team in Blue Ridge, Texas. This position is critical to supporting our operations through the Texas and other States property tax cycles and will work directly with the company's owner. We are looking for someone who is not only organized and proactive but also confident in communicating ideas, solving problems, and helping guide operational decisions.

Key Responsibilities

• Perform administrative tasks aligned with the Annual property tax cycle calendar.
• Manage and input client and tax data into an Access Database
• Process Vendor Bills
• Process Deposit and update Receivables List
• Reconciliation of Monthly Bank Statements
• Deliver outgoing vendor bills to post office
• Work alongside office bookkeeper in administrative tasks
• Communicate with Texas appraisal districts to obtain depreciation schedules or locate them via online databases.
• Maintain and regularly update the Work in Process (WIP) list, ensuring client names, addresses, and account numbers are accurate.
• Ensure timely receipt and processing of rendition forms from clients or appraisal districts.
• Track and process Freeport Exemption and other applicable exemption applications.
• Prepare certified mail correspondence and manage mailing deadlines.
• Monitor critical deadlines and ensure all client-related documentation is complete and timely.
• Understand Rendition Filing Deadlines, depending on state
• Understand Exemption Filing Deadlines
• Understand Appeals Deadlines
• Communicate professionally and respectfully with clients and appraisal districts.
• Collaborate directly with the owner on daily operations, offering insights, identifying gaps, and recommending solutions.
• Coordinating owner tasks and updating To Do List for Owner
• Tactfully bring attention to issues and help align leadership with actionable resolutions.
• Track and update Owner's Calendar
• Coordinate Travel for Owner and prepare Itinerary

Required Qualifications/Skills

• Proficiency in Microsoft Office (Excel, Word, Outlook) & Adobe PDF.
• Create and Edit existing documents
• Send and Receive Documents
• Edit PDF Documents
• Attention to detail
• Strong organizational and time-management skills.
• Excellent written and verbal communication.
• Technologically proficient-able to work with the company's IT vendor and assist coworkers with basic troubleshooting.
• Self-directed and confident asking relevant questions or seeking clarity when necessary.
• Ability to prioritize, multitask, and adapt to seasonal workflow changes which are subject to change by year and by caseload.

Preferred Qualifications

• Experience in the Texas property tax industry, particularly with business personal property.
• Familiarity with certified mail procedures and documentation tracking.
• Prior experience in a small business environment, with an understanding of the need for flexibility and being able to multitask in a high stress environment.

Experience Level

• Ideally 3+ years in an administrative or office management role, preferably with property tax or professional services experience.

Compensation

• Salary dependent on experience.
• Benefits and additional compensation will be discussed during the interview process