Administrative Assistant

Salary: USD
26 - USD
30 per hour

Ultimate Staffing Services is actively seeking a full-time, skilled Administrative Assistant for their client located in Florida. This role is essential in managing client relations, coordinating intake, organizing financial documents, and ensuring smooth front-office operations. The ideal candidate is proactive, organized, and adaptable, thriving in a fast-paced environment and possessing a strong sense of urgency.

• Client Service & Reception: Help manage the front office, answer multi-line phone systems, handle client inquiries, and greet visitors professionally.
• Calendar & Scheduling: Coordinate staff calendars, schedule client appointments, and manage incoming new client inquiries.
• Document Management: Assemble, scan, process, file, and deliver tax returns and financial documents. Pull reports as requested.
• Software & Tech Support: Assist with software transitions and troubleshoot in-house technical issues, such as conference room technology.
• Data Entry: Input and update client information, track e-file acknowledgments, and manage data entry across multiple tax and CRM platforms.
• Office & Event Coordination: Maintain inventory and office supplies, process outgoing shipments and certified mailings.
• Corporate Culture: Plan and execute corporate events, coordinate catered tax season lunches, and other internal events.

• Experience: 3-5 years of administrative experience, preferably within a CPA firm, financial services, or professional corporate office.
• Technical
  
  Skills:
  
  High proficiency in Microsoft Office (Outlook, Word, Excel), Zoom, and multi-line phone systems. Ability to implement and optimize new calendar and software systems.
• Execution
  
  Skills:
  
  Strong detail-orientation, accurate data entry, strong information retention, and exceptional efficiency under tight deadlines.
• Communication: Exceptional written and verbal communication skills for professional client correspondence.

Monday – Friday, 8:30 AM – 5:00 PM, with a 30-minute lunch. May require flexible hours and/or overtime, including Saturdays, during peak tax season (January-April).

The position offers a salary range from $26 to $30 per hour, depending on experience.