Administrative Assistant

Position Overview

Ultimate Staffing Services is actively seeking a full-time, skilled Administrative Assistant for their client located in Florida. This role is essential in managing client relations, coordinating intake, organizing financial documents, and ensuring smooth front-office operations. The ideal candidate is proactive, organized, and adaptable, thriving in a fast-paced environment and possessing a strong sense of urgency.

Responsibilities

• Client Service & Reception: Help manage the front office, answer multi-line phone systems, handle client inquiries, and greet visitors professionally.
• Calendar & Scheduling: Coordinate staff calendars, schedule client appointments, and manage incoming new client inquiries.
• Document Management: Assemble, scan, process, file, and deliver tax returns and financial documents. Pull reports as requested.
• Software & Tech Support: Assist with software transitions and troubleshoot in-house technical issues, such as conference room technology.
• Data Entry: Input and update client information, track e-file acknowledgments, and manage data entry across multiple tax and CRM platforms.
• Office & Event Coordination: Maintain inventory and office supplies, process outgoing shipments and certified mailings.
• Corporate Culture: Plan and execute corporate events, coordinate catered tax season lunches, and other internal events.

Key Qualifications

• Experience: 3-5 years of administrative experience, preferably within a CPA firm, financial services, or professional corporate office.
• Technical Skills: High proficiency in Microsoft Office (Outlook, Word, Excel), Zoom, and multi-line phone systems. Ability to implement and optimize new calendar and software systems.
• Execution Skills: Strong detail-orientation, accurate data entry, strong information retention, and exceptional efficiency under tight deadlines.
• Communication: Exceptional written and verbal communication skills for professional client correspondence.

Required Work Hours

Monday - Friday, 8:30 AM - 5:00 PM, with a 30-minute lunch. May require flexible hours and/or overtime, including Saturdays, during peak tax season (January-April).

Additional Details

The position offers a salary range from $26 to $30 per hour, depending on experience.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.