Administrative Assistant

Doeren Mayhew; Florida; On-site; USD 40,000 - 60,000; Full time

Job summary

Doeren Mayhew is seeking a full-time Administrative Assistant to join our Coral Gables, FL office. You will provide high level client service and administrative support, handling onboarding/offboarding, document filing, and client set-up in STAR and tax software.

Ideal candidates have 5+ years of administrative experience, excellent time management, and strong organizational skills. Proficiency in Word, PowerPoint, Excel, Outlook and Adobe is required. Monday–Friday, 8am–5pm in-office.

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.

Responsibilities

• Onboard and offboard clients, ensuring seamless transitions.
• Set up clients and jobs in STAR and tax-prep software.
• Notify team members when onboarding is complete.
• Handle business formations, state registrations, and entity updates.
• Prepare IRS forms SS-4/EIN, Forms 2553 and 8832.
• Update or deactivate client accounts and jobs in STAR.
• Review daily SmartVault notifications and file documents.
• Organize tax documents and manage client portal access.
• Maintain tracking spreadsheets and assist with document requests.
• Provide high level client service and administrative support.

Skills

5+ years administrative experience

Organization skills

Communication skills

Time management

Multi-tasking

Attention to detail

Problem-solving

Independent work

Team collaboration

Basic accounting knowledge

Education

High School diploma or GED

Tools

Word

PowerPoint

Excel

Outlook

Adobe

Job description

Doeren Mayhew is the 36th 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.

“Doeren 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.