Production Admin Specialist 1 and Client Onboarding

Overview

We are seeking a dynamic and detail-oriented Production Admin Specialist 1 and Client Onboarding professional to join our team. In this vital role, you will be part of a dynamic team supporting firm production and the seamless onboarding process, ensuring all administrative tasks are handled efficiently. Your energetic approach will help foster positive relationships with clients while maintaining smooth internal operations.

This position offers an exciting opportunity to contribute to a fast-paced environment where organizational skills and customer service excellence are paramount.

• Project Coordination:
  • Set up, assign, and reassign projects as needed.
  • Print & Assemble and Deliver tax returns.
  • Maintain accurate client information in project/client management software.
• Document Management:
  • Scan physical documents dropped off at the office and upload to virtual filing system.
  • Maintain the physical File Room including the document log, and ensure timely return of client documents.
  • Reindex documents received through an online client portal to the correct location in the virtual filing system.
  • Notify the client manager upon receipt of documents to determine project assignments.
• Client Interaction:
  • Collect signed forms/8879/e-file authorizations from clients.
  • Follow up with clients via email and/or phone calls to ensure timely communication.
  • Assist in preparing zero payment due extensions and sending out tax organizers.
  • Support client portal setup, deletion, and troubleshooting.
  • Front desk back up.
• Prospect & Client On-Boarding:
  • Manage the prospect and client onboarding workflow by tracking prospects using established processes and procedures.
  • Preparation of engagement letters and sending via Docu Sign.
  • Request and receive necessary information and documents from prospective clients, including secure file sharing if needed.
  • Schedule appointments and setup client onboarding projects, following established processes for onboarding new clients and existing clients for new services.
  • Ensure all tasks are executed in a timely and organized manner.

• Previous experience working in a CPA or financial services environment.
• Knowledge of audit and tax document requirements.
• Proven experience in document management, preferably within an accounting or CPA firm.
• Excellent organizational skills and attention to detail.
• Strong communication and collaboration skills.
• Ability to handle confidential information with integrity and professionalism.
• Proficient in Microsoft Office Suite, Adobe.
• Possess advanced typing skills.
• Ability and willingness to work overtime, after hours and/or weekends as needed to meet business demands with prior manager approval.
• Committed to delivering detailed and accurate results in a fast-paced environment.
• Strong writing, editing, and proofreading abilities.

Job Type: Full-time

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

In person