Administrative Assistant

Mercadien Group; Hamilton, Northern (NJ, KY); Hybrid; USD 42,000 - 48,000; Full time

Benefits offered by this job

Hybrid work policy

Competitive salary & bonuses

Medical, dental, life, and long-term‑f

Paid holidays, vacation and sick time

Casual dress code

Mentorship and training opportunities

Internal committees and clubs

Community focus

Job summary

Mercadien Group in New Jersey seeks an Administrative Assistant to support the Tax Operations Manager and Tax Partner Group. You will provide white-glove client service, manage calendars, and handle document processing and billing tasks to keep client engagements running smoothly.

This role requires at least one year of admin experience, strong Microsoft Office skills, and excellent written and verbal English.

Qualifications

• High School Diploma required.
• At least one year of general administrative experience.
• Proofreading experience or certification preferred.
• Ability to work 40 hours per week, 9am–5pm, plus Saturdays during busy season.
• Strong English communication and grammar required.

Responsibilities

• Provide white-glove client service and timely delivery of returns.
• Track engagement letter signings and handle client correspondence/POAs.
• Support client portals such as TaxCaddy, Box, and SSR.
• Manage partner calendars and assist admin team; provide backup for overflow.
• Assist partners with various administrative tasks and document scanning.
• Follow up on 8879 forms for timely completion.
• Manage client billing and collections processes.
• Arrange lunches for client meetings and manage food setup/breakdown.
• Provide reception coverage as necessary.

Skills

Administrative experience

Proofreading

Microsoft Office

Communication skills

Typing skills

Education

High School Diploma

Tools

Word

Excel

PowerPoint

TaxCaddy

Box

SSR

Job description

The types of activities you will perform which are essential to your position are listed below. If you are unable to perform any of the tasks listed below or require accommodation to perform these tasks, please notify Human Resources. It is expected that you will be able to perform these tasks on a consistent basis, within a regular schedule and within deadlines. As an Administrative Assistant, you will report to the Tax Operations Manager and support our Tax Partner Group. As such it is an essential requirement of your position that you be able to do the following, with or without reasonable accommodation.

Client Experience & Support

• Provide a white glove experience for clients, ensuring their needs are met with the highest level of service
• Track engagement letter signings and handle client correspondence/POAs
• Provide training and assistance for client portals such as TaxCaddy, Box, and SSR
• Ensure timely and accurate delivery of client returns
• Prepare, write cards, ship, and track all client gifts, including those for new clients, new homes, new babies, or marriages

Partner & Team Support

• Manage partner calendars, confirm appointments with clients, link relevant information, and research prospects
• Maintain the Tax Team closet, support other Admin Team members as requested, and provide backup support for team overflow
• Assist partners with various administrative tasks
• Responsible for scanning and organizing client documents
• Follow up on 8879 forms to ensure timely completion
• Manage client billing and collections processes
• Order lunches for client meetings and manage food setup/breakdown for tax client meetings or internal tax team meetings
• Provide regular reception coverage as necessary
• Assist with other Platinum Team responsibilities as needed

Requirements

• High School Diploma
• At least one year of general administrative experience
• Proofreading experience or certification preferred
• Must be available to work a minimum of 40 hours per work, between the professional hours of 9am and 5pm plus Saturday during busy season
• Must possess superior computer skills, knowledge of Microsoft Office programs (Word, Excel and PowerPoint) and must have adequate typing abilities
• Must be able to communicate clearly both verbally and in written format. A strong command of the English Language and grammar is necessary

• Hybrid policy (3 days in office or at client site)
• Highly competitive salaries and bonus programs
• Medical, dental, life, and long-term disability insurance
• Paid holidays, vacation and sick time
• Casual dress code: dress for your day
• Mentorship and training opportunities
• Internal committees and clubs
• Strong focus on the Mercadien community

Mercadien is a leading and growing regional accounting and advisory firm with partners and staff that believe our best work starts with our people. When you come on board, you become a part of our community and extended family. We’re entrepreneurs at heart; passionate about creating opportunities, innovating inside and outside of our business, achieving work/life integration, helping our employees reach their potential, and having fun!

Our core values: Integrity, excellence, responsibility, creativity, and respect are the foundation of our firm. They inform and guide us in everything we do and fuel our client work and relationships. We are a teamwork-focused firm and support each other professionally and personally. We’re collaborative by nature and enjoy being actively involved in our communities. Driven by integrity and social responsibility, our associates serve more than 100 civic and charitable organizations, as individuals and through the Mercadien Foundation. At Mercadien, the opportunities are endless.

To all recruitment agencies: The Mercadien Group does not accept unsolicited agency resumes. Please do not forward resumes to our job alias, Mercadien associates or any other company location. The Mercadien Group is not responsible for any fees related to unsolicited resumes.

This employer participates in E-Verify. Mercadien will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee's Form I-9 to confirm work authorization. If the government cannot confirm that you are work authorized, Mercadien is required to provide you written instructions and an opportunity to contact SSA and/or DHS before taking adverse action against you, including terminating your employment.