Administrative and Operations Support Specialist

Administrative Receptionist & Operations Support Specialist
CPA Firm | Administration & Operations
 

Position Summary
The Administrative Receptionist & Operations Support Specialist is a key member of the CPA firm’s administrative team and serves as a primary point of contact for clients. This position combines reception,
customer service, administrative support, invoicing, data entry, document management, and workflow coordination, with the opportunity to grow into increased operational responsibilities.
We are seeking an individual who is detail-oriented, a quick learner, self-motivated, dependable, adaptable, and solution-focused. The ideal candidate can take direction while also thinking independently, pivot when
priorities change, and recognize what needs to be done without requiring constant supervision.
 

Key Responsibilities
 Provide professional and responsive customer service to clients, visitors, vendors, and staff.
 Answer and route telephone calls, emails, and client inquiries appropriately.
 Schedule appointments and assist with client document drop-offs, pickups, and follow-up.
 Perform accurate data entry, scanning, electronic filing, and document organization.
 Prepare correspondence, forms, spreadsheets, reports, and other administrative documents.
 Assist with client invoicing, payment tracking, accounts receivable follow-up, and billing reports.
 Assist with monitoring deadlines, client requests, missing documents, and administrative workflow.
 Maintain organized client and firm records while protecting confidential information.
 Prioritize multiple assignments and pivot quickly when deadlines or firm needs change.
 Identify routine problems, research available information, and attempt practical solutions before escalating
issues.
 Assist management with improving administrative processes, checklists, procedures, and office efficiency.
 

Technology & Software
The candidate should have experience with or demonstrate the ability to quickly learn and effectively use:
QuickBooks Online • QuickBooks Desktop • Microsoft OneDrive • Microsoft Excel • Microsoft Word
The position requires confidence using technology and the ability to learn additional accounting, billing, scheduling,
document-management, and workflow systems.
 

What We Are Looking For
The successful candidate will demonstrate strong attention to detail, initiative, organization, time management, professionalism, confidentiality, critical thinking, and follow-through.
We especially value someone who:
 Can take direction and execute it accurately.
 Does not require constant reminders to complete responsibilities.
 Is willing to ask questions but also attempts to figure things out and solve problems.
 Can think outside the box while knowing when management approval is necessary.
 Learns from corrections and applies that knowledge going forward.
 Understands that priorities can change quickly in a CPA firm.
 Takes ownership of assignments from beginning to completion.
 Recognizes that excellent customer service and accuracy are equally important.

Growth Opportunity

This position is intended to grow with the right individual. As the employee demonstrates knowledge, reliability, initiative, and leadership ability, responsibilities may expand into client onboarding, workflow coordination,
billing oversight, staff administrative support, process improvement, and operational management.
The long-term development path may include advancement to Operations Coordinator, Administrative Operations Manager, or Office Manager.
Our goal is to develop someone who progresses from receiving instructions → independently managing responsibilities → anticipating needs → helping manage the firm’s administrative operations.