Administrator

SMG Accountants, Bookkeepers and Advisors•Islandia, NY

1d•Onsite

About The Position

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.

Requirements

High school diploma required
Previous administrative experience required (accounting or financial services preferred)
Strong organizational and time management skills
Excellent verbal and written communication skills
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Strong attention to detail and accuracy in data entry and recordkeeping
Ability to manage multiple priorities in a deadline-driven environment
Strong problem-solving skills
Ability to maintain confidentiality of sensitive information

Nice To Haves

associate or bachelor's degree preferred
Experience with QuickBooks Online and accounting software preferred

Responsibilities

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, FedEx, UPS, and client checks
Manage mailings and postage (Stamps.com)
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 QuickBooks 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

Benefits

Near-100% Employer-Paid Medical Premiums: Outstanding medical insurance coverage for team members with dental and vision options.
401(k) Retirement Plan: Future-focused retirement savings plan featuring direct employer matching.
Ancillary Insurance Options: Flexible additional coverage choices tailored to your personal needs.
Immediate PTO Accrual: Paid time off hours begin building from day one, allowing you to recharge and maintain work-life balance.
8 Company-Paid Holidays: Designated paid time off to celebrate major holidays throughout the year.
Summer Hours Program: Enjoy half-day Fridays during the summer months to offset the long hours worked during tax season.
Tax Season Meals: Enjoy complimentary, company-paid meals provided directly to the team during the busy tax season.
Summer Lunch-and-Learns: Company-paid educational lunch sessions designed to collaborate and identify operational areas of improvement.
Onsite Continuing Education: Paid professional training opportunities funded entirely by the firm to enhance your technical skills.
Casual Dress Code: Come as you are! We embrace a relaxed workplace dress code-just ensure your attire remains appropriate for an office setting.
Structured Mentor Program: Direct pairing with experienced leaders to support your long-term professional development and growth.
Employee Volunteer Program: Earn additional paid time off specifically for community involvement and service.
Engaging Team-Building Events: Regular firm-sponsored outings and collaborative social events to foster a positive work environment.