Administrative Assistant

Doeren hew; Coral Gables, Northern (FL, KY); Hybrid; USD 40,000 - 50,000; Full time

Job summary

Doeren Mayhew in Coral Gables, FL is seeking a full-time Administrative Assistant to provide high level client service and administrative support in a busy tax and advisory environment.

You will manage onboarding/offboarding, document filing, and coordination with teams using STAR and tax-prep software, ensuring accurate forms and timely communications with clients. The role requires strong organization, attention to detail, and ability to multitask in a collaborative office.

Qualifications

• High School diploma or GED required.
• 5+ years of administrative or clerical experience required.
• Proficiency in Microsoft Office programs including Word, PowerPoint, Excel, Outlook and Adobe.
• Excellent time management, multi-tasking, and prioritization skills.
• Strong organization and communication skills; ability to work independently and in a team.

Responsibilities

• Client onboarding and offboarding administration.
• Set up clients and jobs in STAR and tax-preparation software.
• Notify team members when onboarding is complete.
• Handle new business formations and state registrations.
• Prepare and submit IRS forms SS-4/EIN, 2553, and 8832.
• Obtain signatures and submit forms to the IRS.
• Update or deactivate accounts and jobs in STAR.
• Review daily SmartVault notifications and organize tax documents.
• File physical documents and update tracking spreadsheets.
• Provide prior-year tax returns and supporting documents.

Skills

Time management

Organization

Communication skills

Attention to detail

Teamwork

Education

High School diploma or GED

Tools

Microsoft Office

Adobe

Job description

Doeren Mayhew is the 36 th largest U.S. tax, assurance and advisory firm headquartered in Troy, Michigan with over 25 offices across the country and abroad. Founded in 1932, Doeren Mayhew is positioned for successful future growth. If you want to join a rising firm that is consistently named among the 50 best-managed firms in the nation, this is the firm for you.

Doeren Mayhew is seeking a full-time Administrative Assistant to join our Coral Gables, FL office. The Administrative Assistant will provide high level client service and administrative office support.

Responsibilities:

Client Onboarding and Offboarding

• Manage onboarding for new individual and business clients
• Set up clients and jobs in STAR and tax-preparation software
• Notify appropriate team members when onboarding is complete
• Handle new business formations and state registrations
• Manage name availability, incorporations, reinstatements, annual reports, amendments, dissolutions, and entity updates
• Prepare and submit IRS Form SS-4/EIN applications
• Prepare Forms 2553 and 8832
• Obtain required signatures and submit forms to the IRS
• Update or deactivate NLC accounts and jobs in STAR

Tax Document Filing and SmartVault

• Review daily SmartVault notifications
• Organize and file uploaded tax documents
• Process and file physical documents received by the office
• Update tracking spreadsheets for documents received and workflow status
• Manage SmartVault invitations and client portal access
• Handle document requests from banks, lenders, and other authorized third parties
• Provide prior-year tax returns and supporting documents

Qualifications:

• High School diploma or GED required
• 5+ years of administrative or clerical experience required
• Ability to work in the office Monday through Friday, 8:00am to 5:00pm.
• Proficiency in Microsoft Office programs including Word, PowerPoint, Excel, Outlook and Adobe
• Excellent time management skills with the ability to multi-task and prioritize work
• Strong organization and communication skills
• Ability to work independently and with a team
• Strong attention to detail and problem-solving skills
• Basic accounting and tax knowledge preferred

Doeren Mayhew is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race; color; religion; national origin; sex; age; disability; sexual orientation; gender identity or expression; genetic predisposition or carrier status; veteran, marital, or any other status protected by law.

泥oeren Mayhew\" is the brand name under which Doeren Mayhew Assurance, PC and Doeren Mayhew Advisors, LLC and its subsidiary entities provide professional services. Doeren Mayhew Assurance, PC and Doeren Mayhew Advisors, LLC (and its subsidiary entities) practice as an alternative practice structure in accordance with the AICPA Code of Professional Conduct and applicable law, regulations and professional standards. Doeren Mayhew Assurance, PC is a licensed independent CPA firm that provides attest services to its clients, and Doeren Mayhew Advisors, LLC and its subsidiary entities provide tax and business consulting services to their clients. Doeren Mayhew Advisors, LLC, DM Payroll Solutions, Doeren Mayhew Capital Advisors and their subsidiary entities are not licensed CPA firms.