Administrative Assistant - Tax Practice

Faithward Resources LLC•Manheim Township, PA

About The Position

The Administrative Assistant supports the daily operations of a growing tax practice and helps deliver a professional, responsive, and welcoming experience for clients. The role assists with client onboarding, document management, scheduling, client communications, tax return delivery, and general office administration. The position requires learning the firm’s software and workflows, maintaining accurate records, handling sensitive information discreetly, and providing dependable support to the tax team. Hours vary throughout the year, with flexible part-time hours outside tax season and near-full-time hours during tax season.

Requirements

High school diploma required.
Excellent written and verbal communication, phone, and customer service skills.
Strong organizational, detail-oriented, and time management skills.
Ability to prioritize competing tasks, manage follow-ups, and work independently in a fast-paced environment.
Ability to quickly learn internal systems, workflows, and technology platforms.
Proficiency in Microsoft Office, including Word, Excel, Outlook, PowerPoint, and Teams.
Accurate data entry and dependable follow-through.
Discretion and commitment to protecting confidential client information.
Professional appearance and demeanor.
Resourceful, service-minded team player willing to assist across functions.
Commitment to personal and professional growth and to living out the Faithward Formula.
Reliable attendance and availability for occasional evening or weekend work and travel as needed.
Successful completion of a pre-employment drug screen and criminal background check.

Nice To Haves

Associate’s degree preferred.
Prior administrative, office support, customer service, or professional services experience preferred.
Experience in a CPA firm, tax office, accounting practice, or other professional services environment is a plus, but not required.

Responsibilities

Greet, welcome, and assist clients in a warm, professional manner.
Coordinate onboarding for clients transitioning from an existing tax practice, including organizing transfer letters, tracking responses, and maintaining accurate records.
Assist with onboarding new clients by gathering contact information, distributing engagement letters, and coordinating required documentation.
Help clients access and use the secure client portal, complete organizers, and electronically sign engagement letters.
Monitor outstanding onboarding items and follow up with clients.
Maintain organized electronic and paper client files in accordance with firm procedures and confidentiality requirements.
Help establish and improve administrative workflows as the practice grows.
Answer incoming calls, respond to routine client inquiries, and route questions to the appropriate team member.
Schedule client appointments and coordinate calendars.
Welcome office visitors and provide a professional, friendly experience.
Assist with document collection, signatures, and payment processing during tax return pickup or delivery.
Provide guidance to clients who need help with the client portal or administrative forms, and refer questions requiring tax expertise to a tax professional.
Track receipt of client documents and identify outstanding administrative items.
Prepare printed tax returns for delivery by assembling them, checking completeness, and organizing client copies and related documents according to firm procedures.
Coordinate appointments and tax return pickup or delivery.
Help obtain required signatures and collect payments.
Maintain orderly workflows as deadlines and client activity increase.
Use Outlook to manage email and calendars, Word to prepare correspondence and documents, and Excel to maintain tracking lists and spreadsheets.
Learn and use the firm's tax practice management software, client portal, electronic signature tools, and document management systems.
Maintain accurate records, follow established procedures, and handle sensitive financial and personal information with discretion.
Follow company policies, procedures, and guidelines.
Attend business meetings and trainings as required.
Perform other administrative tasks and special projects as assigned.
Maintain reliable attendance and be available for occasional evening or weekend work and travel as needed.