Administrator

SMG Accountants, Bookkeepers and Advisors•Islandia, NY

About The Position

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 six-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. What you will do as an Administrator Greet clients and vendors in a professional, friendly manner; offer refreshments (coffee, water, seltzer). Minimize client wait times and promptly notify partners of incoming calls or appointments. Maintain a clean, tidy, and welcoming front office environment. Answer incoming calls and direct government agency calls to appropriate team members. Plan, coordinate, and order lunches/dinners during tax season; confirm partners' preferences and needs. Monitor office supplies and copier functions; perform weekly inventory checks and reorder as necessary. Ensure conference rooms and offices are clean and prepared daily. Maintain kitchen cleanliness: run dishwasher, clean sink, manage garbage, and discard expired food. Water office plants on a weekly basis. Manage mailings and postage using Stamps.com. Prepare and track outgoing FedEx and UPS shipments. Maintain and organize server files and directories. Scan and file new client documents; send documents securely via Sharefile. Prepare, label, and maintain client folders, including setting up new folders each tax year. Process and distribute client tax returns and authorization forms; follow up on required signatures. Update client statuses in Axcess Monitor and respond to firm email inboxes as needed. Track and reconcile petty cash receipts. Provide general administrative support to team members and assist with various tasks as needed. Perform other duties as assigned.

Requirements

Excellent organizational and time management skills.
Strong verbal and written communication skills.
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Quick Books Online and accounting software.
Attention to detail and accuracy in data entry and record-keeping.
Strong problem-solving skills and ability to handle multiple tasks simultaneously.
Ability to maintain confidentiality of sensitive information.
High school diploma or equivalent required

Nice To Haves

associate or bachelor's degree in business administration, accounting, or related field preferred.
Previous experience in an administrative role, preferably within an accounting or financial services firm.
Familiarity with bookkeeping and accounting principles is a plus.

Responsibilities

Greet clients and vendors in a professional, friendly manner; offer refreshments (coffee, water, seltzer).
Minimize client wait times and promptly notify partners of incoming calls or appointments.
Maintain a clean, tidy, and welcoming front office environment.
Answer incoming calls and direct government agency calls to appropriate team members.
Plan, coordinate, and order lunches/dinners during tax season; confirm partners' preferences and needs.
Monitor office supplies and copier functions; perform weekly inventory checks and reorder as necessary.
Ensure conference rooms and offices are clean and prepared daily.
Maintain kitchen cleanliness: run dishwasher, clean sink, manage garbage, and discard expired food.
Water office plants on a weekly basis.
Manage mailings and postage using Stamps.com.
Prepare and track outgoing FedEx and UPS shipments.
Maintain and organize server files and directories.
Scan and file new client documents; send documents securely via Sharefile.
Prepare, label, and maintain client folders, including setting up new folders each tax year.
Process and distribute client tax returns and authorization forms; follow up on required signatures.
Update client statuses in Axcess Monitor and respond to firm email inboxes as needed.
Track and reconcile petty cash receipts.
Provide general administrative support to team members and assist with various tasks as needed.
Perform other duties as assigned.