Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

At SMG ABA LLC, we take pride in being more than just an accounting firm. We foster a unique team spirit that sets us apart from our competitors. Guided by a set of core values, we have established ourselves as a seven‑time Inc. 5000 company, demonstrating our unwavering commitment to success and continuous growth. With headquarters in Islandia, New York, and additional offices in New York City and St.

Petersburg, Florida, we offer a dynamic and vibrant work environment.

As part of the SMG ABA team, you will be surrounded by individuals who value hard work, encourage personal and professional growth, and celebrate achievements together. We recognize the importance of each team member's contributions and provide a supportive atmosphere where your efforts are acknowledged and rewarded when we reach our goals.

The Administrator plays a critical role in supporting firm operations, client service, tax workflow coordination, billing, and office management. This position serves as the first point of contact for clients and ensures smooth day‑to‑day administrative execution.

• Greet clients and vendors in a professional, friendly manner and offer refreshments.
• Answer incoming calls and route messages appropriately, including government agency calls
• Manage the Admin Inbox and monitor voicemail
• Maintain a clean, organized, and welcoming front office environment, including conference rooms and common areas.
• Plan, coordinate, and order lunches/dinners during tax season; confirm partners' preferences and needs.
• Monitor office, kitchen, and supply inventory; perform weekly inventory checks and coordinate reorders
• Restock kitchen, bathrooms, private offices, and shared spaces
• Water office plants weekly
• Maintain kitchen cleanliness: run dishwasher, clean sink, manage garbage, and discard expired food.
• Receive and distribute incoming mail and packages
• Prepare and track outgoing mail, including certified mail, Fed Ex, UPS, and client checks
• Manage mailings and postage ()
• Track and reconcile petty cash

• Monitor the Tax Data Inbox and organize incoming documentation
• Create, label, and maintain digital and physical client tax folders
• Update client statuses and create, update, or close jobs in Axcess
• Send and follow up on e‑file authorizations
• Scan, save, and prepare documents for E‑Filing
• Process completed tax returns (email and physical delivery)
• Coordinate client payments (credit card and ACH)
• Prepare Powers of Attorney (POAs), route for signature, and submit to IRS
• Maintain organized client documentation and backup files
• Support recurring tax reporting tasks and seasonal workflows

• Prepare and manage monthly client billing
• Process client renewals and update engagement terms
• Maintain billing data in QBO, Axcess, and internal tracking systems
• Monitor accounts receivable (A/R), send payment reminders, and maintain collections log
• Manage NY and FL Quick Books Online subscription billbacks
• Manage subscription billbacks
• Handle client terminations, update records, deactivate billing, and archive folders

• Monitor and process recurring firm overhead payments (utilities, software subscriptions, etc.)
• Track vendor due dates and ensure timely payments
• Maintain organized records of invoices, receipts, and confirmations
• Monitor Axcess projects and File Holder reports; update task statuses
• Maintain organized server files and directories
• Update and maintain internal SOPs and workflow documentation
• Monitor Axcess and Bitwarden Teams channels for incoming requests
• Provide backup administrative support as needed

• High school diploma required; associate or…