Assistant Client Advocate / Administrative Assistant

Aardvark Tax Advisors, LLC

We are a fast-growing accounting practice, with offices located in the Bay Area of California and Southern New Hampshire. We are dedicated to providing exceptional tax preparation, accounting, and advisory services to a diverse range of clients by embracing cutting-edge technology. With a commitment to professionalism, reliability, and continuous improvement, we are seeking experienced professionals to join our dynamic team and help deliver the exceptional client service we strive to provide. If you are passionate about making a difference in the financial well-being of individuals and businesses, we would love to hear from you.

An Administrative Assistant plays a key role in ensuring the smooth operation of the firm by providing vital administrative and clerical support. You will be responsible for managing day-to-day office operations, supporting Client Advocates, accountants and tax professionals with various tasks, and being a first point of contact for clients. This role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

Key Responsibilities

• Client Communication & Reception:
• Serve as the primary point of contact for incoming client calls, emails, and in-person visits, providing excellent customer service and directing inquiries to the appropriate staff.
• Schedule client meetings and manage calendars for accountants, tax preparers, and other staff.
• Assist clients with general inquiries related to their tax returns, financial statements, or other services provided by the firm.
• Document Management:
• Organize, file, and maintain physical and electronic client records, ensuring confidentiality and compliance with data security standards.
• Assist in preparing, editing, and formatting various documents, such as financial reports, engagement letters, and tax forms.
• Handle the intake of client documents, ensuring they are accurately scanned, organized, and saved in the appropriate systems.
• Office Support & Supplies:
• Manage office supplies, ensuring adequate inventory and placing orders when needed.
• Perform general office duties, including managing mail, handling couriers, and coordinating office maintenance or repairs.
• Assist with the organization of internal meetings, team events, and firm-wide communications.
• Billing & Invoicing Support:
• Assist in preparing and sending invoices to clients, following up on unpaid invoices, and coordinating with the accounting team for accurate billing records.
• Help track expenses, process payments, and provide basic support in financial reporting and bookkeeping when necessary.
• Administrative Assistance to Accountants:
• Provide administrative support to accountants and tax preparers, including organizing files, managing deadlines, and assisting with tax preparation processes.
• Maintain an organized system for tracking client deadlines, ensuring that key filing dates are met and clients are kept informed of upcoming obligations.
• Prepare client tax packets, gather relevant information from clients, and assist with e-filing tax returns when required.
• Technology & Software Management:
• Assist in maintaining office software and systems, including scheduling software, document management systems, and communication tools.
• Help troubleshoot minor technical issues or coordinate with IT support when needed.
• Compliance & Confidentiality:
• Ensure that all client documents and firm operations comply with legal and regulatory standards, especially concerning privacy and data protection.
• Support the firm in adhering to accounting and tax compliance requirements by organizing and maintaining compliance records.

Requirements

Required Qualifications & Skills:

• High school diploma or equivalent (Associate or Bachelor's degree in Business Administration, Accounting, or a related field is a plus).
• 2+ years of experience in an administrative role, preferably in an accounting, finance, or tax environment.
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook) and experience with office management software.
• Excellent organizational and multitasking skills, with a keen attention to detail.
• Strong communication skills, both written and verbal, and a professional demeanor.
• Ability to manage sensitive and confidential information with integrity.
• Proactive and resourceful, with the ability to work independently and as part of a team.

Preferred Skills:

• Familiarity with accounting and tax software (e.g., QuickBooks, Xero, UltraTax, or similar).
• Basic understanding of accounting principles and tax processes.
• Experience managing client appointments, billing systems, and document management for an accounting or tax firm.
• Notary public certification (depending on local regulations and firm requirements).

Working Conditions:

• Office-based role, with the potential for occasional remote work depending on firm policies.
• Ability to work extended hours during peak tax season or other busy periods.
• Fast-paced work environment with a focus on meeting client deadlines.