Receptionist / Administrative Assistant - Hilo, HI

Current•Hilo, HI

7d•$50,000 - $65,000•Onsite

About The Position

The Receptionist / Administrative Assistant will serve as the first point of contact for clients and visitors at Accuity’s Hilo office. This role is responsible for greeting clients, handling phone calls, supporting day-to-day office administration for a team of approximately 8 people, and assisting with the administrative aspects of tax return processing. This position requires strong client service skills, attention to detail, professionalism, and the ability to balance front-office responsibilities with administrative and tax processing deadlines. The role will also work with other administrative team members across the Firm to support consistent procedures and seamless service.

Requirements

Strong customer service, communication, and interpersonal skills.
Professional appearance and demeanor appropriate for a leading professional services firm.
Ability to interact with clients, team members, and professionals in a courteous and professional manner.
Strong attention to detail and ability to produce accurate, complete work.
Ability to multi-task and prioritize work to meet internal and external deadlines.
Ability to work independently with minimal direction.
Initiative to anticipate needs and develop solutions.
Flexibility and ability to adapt quickly to changing priorities.
Ability to work as part of a team and collaborate with administrative team members across the Firm.
Strong ethical standards, confidentiality, and sound judgment when handling client and Firm information.
Proficiency with Microsoft Word and Excel.
Ability to learn and use Firm software, practice management systems, and tax processing tools.
Strong written and oral communication skills.
Strong grammar, punctuation, and proofreading skills.
Comfortable working in a fast-paced client service environment.
High school diploma or equivalent required.

Nice To Haves

Associate degree or higher in business administration or a related field preferred, but not required.
Previous administrative, receptionist, or professional office experience preferred, but not required.

Responsibilities

Greet clients, visitors, and vendors in a professional, welcoming, and courteous manner.
Answer and route incoming phone calls, take messages, and assist callers with general inquiries.
Help ensure clients have a positive experience when visiting or contacting the Hilo office.
Assist clients with administrative questions related to tax return processing, including e-filing steps when appropriate.
Provide general administrative support to the Hilo office team, including scheduling, correspondence, document preparation, and coordination of office activities.
Manage calendars and schedules as requested.
Set up in-house or external meetings, including room reservations, calendar invitations, and food arrangements.
Open, sort, and handle incoming mail for the office.
Maintain paper and electronic files in accordance with Firm standards.
Assist with office cleanup, maintenance efforts, and general organization of the office.
Handle copying, scanning, faxing, filing, and other routine administrative projects.
Provide administrative support for tax return processing, particularly during tax busy season.
Assist with gathering, organizing, tracking, and processing tax return documents.
Help coordinate client signatures, e-filing steps, delivery of completed returns, and related administrative follow-up.
Support the tax team with accurate, timely, and complete processing of returns and related documents.
Maintain confidentiality and accuracy when handling client tax information.
Prepare, type, and proofread documents, including engagement letters, memos, reports, correspondence, and other client-facing materials.
Prepare client engagement letters, billings, and correspondence as requested by partners, principals, managers, or other professionals.
Assist with reports and analysis as requested to support tax engagements or office operations.
Deposit checks and enter receipts into the practice management system.
Assist with follow-up on outstanding receivables as requested.
Prepare time and expense reports as needed.
Support client billing and related administrative follow-up.
Provide backup administrative support as needed.
Assist with special projects, Firm initiatives, and other duties as assigned.
Coordinate with other administrative personnel across the Firm to support consistent processes and procedures.

Benefits

medical, dental, and vision coverage
a 401(k) plan with Firm contributions
life and disability insurance
responsible time off
a monthly wellness subsidy
fully sponsored life coaching services
a variety of additional employee programs and perks
Health, Dental, and Vision Insurance (with options for fully paid employee only coverage for health and dental)
Company-Paid Life and Long-Term Disability Insurance
Ancillary Benefits such as supplemental life insurance and short-term disability options
Classic Safe Harbor 401(k) Plan with employer contributions
Opportunities for professional growth, learning, and development including access to Becker and LinkedIn Learning