Office Administrator – Client Services & Operations

Job Summary:

We’re looking for a highly organized and motivated Office Administrator to join our growing team. This role is ideal for someone who thrives on structure, takes initiative, and learns quickly by following and self-learning from detailed Company policies, Standard Operating Procedures (SOPs) and in-house resources. You’ll be directing daily operations, client services, bookkeeping tasks, and assisting with both tax preparation and financial services.  If you’re proactive, resourceful, and excited about contributing to a professional services firm, we’d love to connect.

Key Responsibilities:

• Deliver excellent customer service by answering calls and assisting clients with scheduling, documentation, and general inquiries.

• Maintain organized and confidential client files, both physical and digital.

• Follow daily checklists and learn procedures independently using SOPs and training guides.

• Assist in preparing and assembling tax returns (electronic and paper).

• Process incoming tax documents, label and sort them accurately for team review.

• Maintain and help improve SOPs, checklists, and workflow documentation.

• Track and report payroll hours; support basic HR functions and compliance.

• Perform light bookkeeping: categorize transactions in QuickBooks and use Excel for basic data entry and formulas.

• Support client investment meetings and data input into financial software.

• Monitor tax filing deadlines and coordinate internal schedules, especially during tax season.

• Assist with new client onboarding and guide existing clients through their filing process.

Qualifications:

• 2+ years of administrative or office experience preferred

• Strong written and verbal communication skills

• Ability to prioritize, manage time, and work independently

• Proficiency with QuickBooks, Microsoft Excel, and document organization

• Demonstrated ability to self-train using SOPs, internal tools, and instructional content

• Trustworthy and discreet with sensitive financial and personal information

• Experience in accounting, tax, or finance is a plus but not required

Schedule:

• Monday to Friday

•  Standard Hours (subject to slight annual adjustments):
   • April 15 – January 5: 9:30 AM – 6:00 PM
   • January 6 – April 15: 8-hour shifts scheduled between 9:30 AM and 7:00 PM (daily hours may vary)

Benefits:

We offer a competitive benefits package designed to support your health, growth, and future:

·         Health insurance available after 90 days of employment

·         Paid sick leave in accordance with California law

·         Paid vacation available after 1 year of employment

·         Retirement plan eligibility after 1 year of service

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Compensation:

·         Hourly pay, commensurate with experience and qualifications $21 - $24

·         Opportunities for performance-based increases and growth within the company

·         Overtime may be available during peak periods, such as tax season

·         Pay is issued weekly via direct deposit

Why Join Us?

• Collaborative and supportive work culture

• Learn and grow in a hands-on, fast-paced environment

• Exposure to tax, financial planning, and investment operations

• Clear opportunities for growth and advancement within the firm

• Opportunity to take ownership of your role and make a real impact