Administrative Assistant/Receptionist

We are seeking a detail-oriented and organized Administrative Assistant to join our team. In this role, you will be responsible for managing client tax files, coordinating document transfers, answering phone calls, scanning physical documents, filing tax returns, and logging acceptance notifications. Your main focus will be on client file management, efficient communication, and maintaining accurate records.

Responsibilities:

1. Client File Management:

- Track and organize client tax files, documenting important milestones.

- Maintain both physical and digital files in a structured and confidential manner.

- Update client information accurately and promptly.

2. Document Coordination:

- Coordinate document transfers among team members.

- Request missing documents from clients and update records accordingly.

3. Client Communication:

- Answer phone calls professionally and promptly.

- Provide timely updates to clients on their tax filings and document requests.

4. Filing Tax Returns:

- File tax returns electronically or through traditional channels.

- Maintain records of filed tax returns and related documentation.

5. Acceptance Notification and Logging:

- Monitor acceptance notifications from tax authorities for filed tax returns.

- Log acceptance dates and relevant information accurately.

- Maintain an organized acceptance record for easy reference.

6. Document Scanning:

- Convert physical documents into electronic format.

- Ensure accurate naming, filing, and organization of scanned documents.

7. Administrative Support:

- Assist with general administrative tasks, data entry, and report generation.

- Manage schedules and appointments.

Requirements:

- High school diploma or equivalent; additional office administration certification is a plus.

- Proven experience as an administrative assistant or similar role.

- Proficiency in MS Office suite and document scanning.

- Excellent organizational and time management skills.

- Strong communication and attention to detail.

- Ability to handle sensitive information confidentially.

- Adaptability in a fast-paced environment.

- Problem-solving skills and sound judgment.

Job Type: Part-time

Pay: $20.00 - $24.00 per hour

Expected hours: 15 – 25 per week

Schedule:

• 4 hour shift
• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person