Administrative Bookkeeper

Express Employment Professionals - Cincinnati East; Pensacola (FL); On-site; USD 45,000 - 55,000; Full time

Job summary

Express Employment Professionals - Cincinnati East in Pensacola, FL is seeking a Tax Office Administrator to support partners by managing internal operations, scheduling, and the follow-through of client engagements.

The role requires 2-5 years in an administrative role, strong communication, and proficiency with QuickBooks Online, Adobe, and Microsoft Office. Occasional longer hours during peak season may be needed.

Qualifications

• 2-5 years in an administrative or professional office role.
• Professional communication with clients via email or phone.
• Strong organization and recordkeeping during high-volume seasons.
• Proficient in QuickBooks Online, Adobe, and Microsoft systems.
• Reliable transportation.
• Willing to learn new software and workflows.
• High school diploma required; relevant experience preferred.

Responsibilities

• Logistics & Scheduling: Manage partner calendars and schedule meetings for new clients.
• Signature & Compliance Workflow: Handle e-signatures and engagement letters.
• External Bookkeeping & Data Entry: Data entry for clients and collect payments.
• IRS Communication: Preparation of IRS letters and powers of attorney.
• Document Processing: Scanning, filing, printing, assembly, and mailing tax returns.
• Administrative Support: Manage mail, post office trips, and office supplies.
• Software Research: Evaluate new software or tools for firm-wide use.
• Other Duties as Assigned

Skills

2-5 years experience

Communication skills

Organization

Adaptability

Reliability

Education

High school diploma

Tools

QuickBooks Online

Adobe

Microsoft Office

Job description

Job Title: Tax Office Administrator

Salary: $50,000 per year

#3463

About the Role

We are a tax firm with three partners seeking a detail-oriented Office Administrator to manage our internal operations and workflow. In this role, you will support the partners by handling the technical and logistical "follow-through" of our client engagements ensuring documents are signed, books are updated, and meetings are seamlessly scheduled based on partner preferences.

Key Responsibilities

• Logistics & Scheduling: Manage partner calendars and schedule initial phone or conference room meetings for new clients as directed.
• Signature & Compliance Workflow: Facilitate the sending and tracking of signature forms and engagement letters via electronic signature platforms.
• External Bookkeeping & Data Entry: Perform accurate data entry for bookkeeping clients and manage the collection of payments or payment information.
• IRS Communication: Preparation of IRS letters, Power of Attorneys, etc.
• Document Processing: Handle high-volume scanning, digital filing, and the printing, assembly, and mailing of completed tax returns.
• Administrative Support: Manage outgoing mail, frequent trips to the post office, and maintaining office supplies.
• Software Research: Assist with research projects to evaluate new software or tools for firm-wide implementation.
• Other Duties as Assigned

Qualifications

• Experience: 2-5 years in an administrative or professional office role.
• Communication: Ability to communicate professionally with clients via email or phone.
• Organization & Attention to Detail: Ability to maintain organized and thorough recordkeeping while managing multiple client files, deadlines, and priorities during high-volume seasons.
• Technical Proficiency: Proficiencies in QuickBooks Online, Adobe, and Microsoft systems.
• Reliability: Must have reliable transportation.
• Adaptability: Must be willing to learn and adapt to different software, circumstances, and workflows.
• Education: High school diploma required; relevant administrative or office experience preferred.

Work Schedule

• Standard Hours: 8:00am – 5:00pm
• Seasonal Note: Potential for increased hours/Saturdays during peak tax season (Feb–April 15) or reduced hours during off-season.