Tax Office Admin Assistant for busy tax office

Schedule and Commitment

This is a seasonal role requiring consistent commitment during the tax season.

Compensation: $19 to $23 Hourly

The working hours 11:30am -7 pm

• Duration: Mid-December through April 16th

This is a high-impact support position essential to the daily function of our four office locations. You will work closely with the Front Desk Manager, serving as a critical hub for client communications and administrative tasks. This role requires exceptional organizational skills, a proactive attitude, and a commitment to detail.

Key Responsibilities

This role requires a blend of high-touch client service and diligent administrative coordination:

🤝 Client Service & Communication

• Greets all clients with a friendly and professional demeanor.
• Answer or make calls to clients to address their needs, complaints, or issues, ensuring they feel supported and valued.
• Engage in conversation to share information about our services, products, and promotions, and make sales or recommendations as appropriate.
• Take ownership in assisting, researching, resolving, or escalating customer issues, maintaining a professional and courteous demeanor.
• Respond to client queries via phone, email, or chat in a timely and accurate way.
• Engage in active listening with callers, confirming information and diffusing angry clients as needed.

🗓️ Operational & Administrative Coordination

• Work closely with the Front Desk Manager, assisting in handling and directing all incoming phone calls for all four locations.
• Responsible for managing the appointment scheduler/calendar for all tax appointments, consultations, and drop-offs across all locations.
• Monitor office flow and client activity, taking initiative to answer phones or assist with check distribution when Preparers are occupied.
• Assist with opening and closing procedures of the main office daily.
• Maintain and track the status of tax returns currently being processed, keeping accurate records and file notes.
• Diligently and accurately document customer records and cases using internal software and databases.
• Utilize multiple tools, knowledgebase, and communication skills to effectively research and provide accurate client information.
• Assist in maintaining a clean and inviting workplace, which may include light tidying and cleaning duties.

📝 Internal Team Assistance

• Communicate priorities to tax preparers as directed by the Front Desk Manager, ensuring a steady workflow of returns.
• Clearly communicate with preparers regarding outstanding items, notes, and documentation required to complete a return.

What You'll Need to Succeed (Qualifications)

We are looking for a highly capable coordinator ready to thrive in a busy, high-volume environment.

• Proven experience in a high-volume administrative, front desk, or coordinator role, preferably in a professional office environment.
• Exceptional phone etiquette, strong communication, and robust customer service skills.
• Strong proficiency in scheduling software and basic office applications.
• Ability to multitask effectively and manage competing priorities across multiple locations with excellent attention to detail.
• A proactive and solutions-oriented approach to problem-solving.
• Must be dependable and punctual to ensure operational coverage.