Administrative Assistant

Chawla & Associates, CPAs; Indiana (PA); On-site; USD 40,000 - 54,000; Full time

Job summary

Chawla & Associates CPAs is seeking an Administrative Assistant to join our team. This role will handle essential office functions, including phone support, document intake, client file organization, and calendar tasks to ensure smooth operations and excellent client service.

We value detail-oriented professionals who can work independently in a fast-paced environment, maintain confidentiality, and contribute to a supportive team culture while delivering high-quality administrative support for

Qualifications

• Associate’s or Bachelor’s degree preferred.
• Minimum of two years administrative or office experience in a professional services or accounting firm.
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite and document management software.
• Familiarity with workflow management and CRM systems is a plus.
• Ability to work independently and collaboratively in a fast-paced environment.
• High level of professionalism and client service orientation.

Responsibilities

• Answer and direct incoming phone calls in a professional manner.
• Greet clients and visitors, ensuring a welcoming experience.
• Manage document intake, scanning, renaming, and filing electronic and physical documents.
• Organize and maintain client files, ensuring accuracy and confidentiality.
• Assist with client scheduling and follow-ups.
• Provide administrative support to team members, including calendar management and correspondence.
• Prepare client meeting materials, reports, and presentations.
• Handle client communications, including bulk mailings and outreach.
• Track and manage key deadlines, including client tax filing deadlines and renewals.
• Ensure compliance with firm policies and industry regulations.
• Assist with office management tasks, such as ordering supplies and coordinating maintenance needs.
• Maintain confidentiality of sensitive client and firm information.

Skills

Phone handling

Client service

Document management

Calendar management

Office coordination

Multitasking

Education

Associate or Bachelor's degree preferred

Tools

Microsoft Office

CRM (Financial Cents or similar)

Job description

Summary

Chawla and Associates CPAs is seeking an Administrative Assistant to join our team. As a full-service CPA firm, we specialize in tax, accounting, and consulting services for individuals and businesses. Our focus is on providing high-quality, personalized service to our clients while maintaining an efficient and organized office environment. We are looking for a highly motivated and detail-oriented individual to support our growing firm.

Position Description

The Administrative Assistant will handle key office functions including answering phones, document intake, scanning, renaming files, organizing client records, and providing general administrative support. This individual will play a crucial role in ensuring smooth office operations and enhancing client experience through excellent customer service and efficiency.

Specific Responsibilities

• Answer and direct incoming phone calls in a professional manner
• Greet clients and visitors, ensuring a welcoming experience
• Manage document intake, scanning, renaming, and filing electronic and physical documents
• Organize and maintain client files, ensuring accuracy and confidentiality
• Assist with client scheduling and follow-ups
• Provide administrative support to team members, including calendar management and correspondence
• Prepare client meeting materials, reports, and presentations
• Handle client communications, including bulk mailings and outreach
• Track and manage key deadlines, including client tax filing deadlines and renewals
• Ensure compliance with firm policies and industry regulations
• Assist with office management tasks, such as ordering supplies and coordinating maintenance needs
• Maintain confidentiality of sensitive client and firm information

Qualifications And Competencies

• Associate’s or Bachelor’s degree preferred
• Minimum of two years of administrative or office experience, preferably in a professional services or accounting firm
• Strong organizational and multitasking skills
• Excellent verbal and written communication skills
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and document management software
• Familiarity with workflow management and CRM systems (Financial Cents or similar) is a plus
• Ability to work independently and collaboratively in a fast-paced environment
• High level of professionalism and client service orientation

Preferred Qualifications

• Experience in a CPA or financial services firm
• Knowledge of accounting and tax-related terminology
• Proficiency in document management systems and workflow tools

Compensation And Benefits

• Competitive salary based on experience
• Paid time off and holidays
• Opportunities for professional growth and training
• A supportive and team-oriented work environment

Contact

• 2752 Forgue Dr, Suite 100-B, Naperville, IL 60564
• [phone]