Administrative Assistant

James Ridout CPA; Florida; On-site; USD 35,000 - 48,000; Full time

Job summary

James Ridout CPA is seeking a detail-oriented Administrative Assistant to support office and accounting operations. Responsibilities include managing administrative workflows, assisting with tax preparation support, handling client communications, and facilitating e-signatures.

The role serves as a key resource for clients and professional staff. Ideal candidates are organized, with strong written and verbal communication skills, experience in CPA or accounting environments, and proficiency with

Qualifications

• Previous experience in an administrative support role, preferably in professional services or CPA/accounting.

Responsibilities

• Assist with client communication and reception duties, including scheduling and email management.
• Prepare client tax documents and input data into tax software as needed.
• Support e-signature workflows and notary requests, including payments processing.
• Organize folders for tax return preparation and assist with workflow overflow to meet deadlines.

Skills

Attention to detail

Organizational skills

Communication skills

Professionalism

Tools

Office suite

Tax software familiarity

Job description

Support client communication, tax workflows, documentation, e-signatures, and office operations.

We are seeking a detail-oriented and organized Administrative Assistant to support our office and accounting operations. In this role, you will manage vital administrative workflows, assist with tax preparation support, handle client communications and e-signatures, and serve as a key resource for both our clients and professional staff.

Key Responsibilities

Client Communication & Support

• Manage email correspondence : Answer and respond to emails pertinent to your role, and forward other messages to the appropriate inboxes and team members.
• Handle complex inquiries : Resolve advanced client inquiries that go beyond the scope of the front desk.
• Client check-in and reception support : Assist with checking in clients for meetings and back up the Receptionist with phone calls as needed.
• Notary services : Handle notary requests and accept payments for notary services rendered.

Tax & Accounting Support

• Document preparation : Prepare client tax documents and make initial inputs within our tax and accounting software platforms.
• Folder preparation : Queue up and organize folders to ready them for tax return preparation.
• E-signatures and follow-ups : Send completed returns out for secure e-signatures and proactively follow up on any outstanding unsigned physical tax returns.
• Workflow overflow : Assist Tax Preparers directly with work overflow to ensure deadlines are met seamlessly.

Qualifications & Skills

• Previous experience in an administrative support role, preferably within a professional services or CPA/accounting environment.
• Strong proficiency in handling digital communications, email management, and office software platforms.
• Familiarity with tax software platforms and electronic document workflows is a strong plus.
• Exceptional attention to detail and strong organizational skills.
• Professional demeanor with excellent written and verbal communication skills.