Administrative Assistant

Ott, Shore & Co., LLC; New Jersey; Hybrid; USD 42,000 - 54,000; Full time

Job summary

Ott, Shore & Co., LLC is seeking an Administrative Assistant to join our tax office team. The role requires initiative, the ability to multitask in a fast-paced environment, and strong communication skills.

Responsibilities include assisting senior admins, billing, processing tax returns, data entry, filing, mail handling, and reception coverage. Hybrid work setup with occasional errands and light lifting may be required.

Qualifications

• Proactive problem solver with ability to improve processes.
• Capable of multitasking in a fast-paced tax office environment.
• Strong written and verbal communication abilities.
• Detail-oriented with excellent organizational skills.
• Proficient in Word, Excel and Outlook; willing to learn accounting/tax software.

Responsibilities

• Assist senior administrative staff on daily tasks.
• Billing and processing tax returns.
• Reception duties and greeting visitors.
• Answer calls, screen and relay messages.
• Data entry, filing, copying, scanning and mailing duties.
• Support accounts receivable and light office errands.
• Maintain office supplies and assist partners and staff.

Skills

Proactive

Multitasking

Attention to detail

Organizational skills

Communication skills

Tools

Microsoft Word

Excel

Outlook

Job description

Job Description

We are seeking an Administrative Assistant to join our team. This role is ideal for a proactive individual with at least 4 years of Administrative Assistant experience in a tax office.

Job Responsibilities:

• You will work closely with and report to your senior administrative assistants on daily tasks
• Able to multi-task in a fast-paced environment
• Billing
• Processing tax returns
• Kitchen duties and light lifting
• Accounts receivable/collections
• Greet visitors and point them in the right direction, answer inquiries, and create a welcoming environment
• Cover the reception desk when required
• Answer and transfer phone calls, screening when necessary and taking messages
• Assist with administrative duties such as filing, typing, copying, binding, scanning etc.
• Assist with sorting and delivering mail, posting mail, create shipping labels for mail and packages using PitneyShip Pro
• May require running outside office errands
• Assist with maintaining office supplies, copy paper and deliveries
• Assist with partners, managers, and staff with general administrative tasks and data entry
• Responsible for preparation of confidential documents and reports
• Proofreading Financial Statements
• Ad hoc projects
• Hybrid Office

Qualifications:

• Previous experience in office administration
• Ability to work independently and proactively to troubleshoot and improve processes
• Ability to prioritize and multitask
• Excellent in written and verbal communication
• Strong attention to detail
• Strong organizational skills
• Must be proficient in Microsoft Word, Excel, and Outlook and willingness to learn our accounting and tax software