Administrative Assistant

Ultimate Staffing Services; Clearwater (FL); On-site; USD 35,817 - 41,328; Full time

Job summary

Ultimate Staffing Services in Florida is seeking a full-time Administrative Assistant to support client relations, intake coordination, and front-office operations. The candidate should be proactive, organized, and able to handle multiple tasks in a fast-paced environment.

Responsibilities include front desk management, scheduling, document processing for tax returns and financials, data entry across CRM systems, and event coordination.

Qualifications

• 3–5 years of administrative experience, preferably in professional office settings.
• High proficiency in Microsoft Office and Zoom; strong data-entry skills.
• Excellent written and verbal communication with attention to detail.

Responsibilities

• Manage front office, answer multi-line phones, greet visitors professionally.
• Coordinate staff calendars and client appointments; respond to inquiries.
• Assemble and process tax returns and financial documents; pull reports.
• Assist with software transitions and troubleshoot in-house tech issues.
• Input and update client data across tax and CRM platforms.
• Maintain office supplies and coordinate internal events; arrange shipments.

Skills

Microsoft Office

Zoom

Phone systems

Data entry

Communication

Tools

CRM platforms

Job description

Salary: USD26 - USD30 per hour

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).

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