Client Services Administrator

Major Accountancy Group; Monterey (CA); On-site; USD 39,000 - 48,000; Part time

Benefits offered by this job

Paid sick leave

Paid time off

Paid training

Professional office environment

Growth opportunities

Job summary

Major Accountancy Group is seeking a dependable, polished Client Service Administrator to support our CPA firm’s front office, client communication, scheduling, document flow, and day-to-day operations.

This part-time, in-person role offers 20–30 hours per week with extra hours possible during tax season. You will greet clients, answer phones, schedule appointments, manage calendars, scan and file documents, and assist with onboarding.

Qualifications

• 2+ years of administrative, receptionist, client service, or professional office experience.
• Strong verbal and written communication skills.
• High attention to detail.
• Able to manage multiple tasks without dropping details.
• Professional, discreet, and trustworthy with confidential client information.
• Reliable, punctual, and comfortable working in person.

Responsibilities

• Greet clients and create a professional, welcoming front-office experience.
• Answer phones and route calls appropriately.
• Respond to basic client questions and elevate technical questions to the right team member.
• Schedule appointments and help manage calendars.
• Track incoming client documents and assist with missing-information follow-up.
• Scan, save, organize, and file client documents accurately.
• Assist with client onboarding and paperwork collection.
• Coordinate mail, deliveries, office supplies, and general office administration.
• Keep the reception area and front office organized.
• Support the team during tax season by keeping administrative work moving.

Skills

Verbal communication

Written communication

Attention to detail

Multitasking

Professionalism

Confidentiality

Tools

Microsoft Outlook

Microsoft Office

Microsoft Teams

Canopy

Job description

Major Accountancy Group is looking for a dependable, polished, and highly organized Client Service Administrator to support our CPA firm’s front office, client communication, scheduling, document flow, and day-to-day administrative operations.

This is not just a receptionist position. This person helps keep the firm organized, protects the client experience, and reduces administrative bottlenecks for the accounting team.

The right candidate is professional, calm under pressure, detail-oriented, comfortable using technology, and excellent at following through.

Schedule:

• Part-time, in person.
• Expected schedule: 20–30 hours per week, Monday–Friday during business hours.
• Additional hours may be available during tax season, especially January through April.
• Exact schedule can be discussed, but reliability and consistency are required.

What you will own:

• Greet clients and create a professional, welcoming front-office experience
• Answer phones and route calls appropriately
• Respond to basic client questions and elevate technical questions to the right team member
• Schedule appointments and help manage calendars
• Track incoming client documents and assist with missing-information follow-up
• Scan, save, organize, and file client documents accurately
• Assist with client onboarding and paperwork collection
• Coordinate mail, deliveries, office supplies, and general office administration
• Keep the reception area and front office organized
• Support the team during tax season by keeping administrative work moving

What success looks like:

• Clients are greeted and helped promptly
• Phone calls and emails are handled professionally
• Client documents are scanned, saved, and routed accurately
• Appointments are scheduled correctly
• The front office stays clean, calm, and organized
• Accountants and preparers experience fewer administrative interruptions
• Clients feel taken care of, even during busy season

Required qualifications:

• 2+ years of administrative, receptionist, client service, or professional office experience
• Strong verbal and written communication skills
• High attention to detail
• Comfortable using Microsoft Outlook, Microsoft Office, Microsoft Teams, and general office technology
• Able to manage multiple tasks without dropping details
• Professional, discreet, and trustworthy with confidential client information
• Reliable, punctual, and comfortable working in person

Preferred qualifications:

• Experience in a CPA firm, law firm, financial office, bookkeeping office, medical office, or other deadline-driven professional environment
• Experience with Canopy or similar practice management software
• Experience handling client documents, scheduling, scanning, filing, or onboarding paperwork
• Bilingual English/Spanish is a plus, but not required

Compensation and benefits:

• $28–$35/hour, depending on experience
• Higher-end compensation available for candidates with CPA firm, tax office, bookkeeping, financial office, or strong client-service experience
• Paid sick leave
• Paid time off, if applicable
• Paid training
• Professional office environment
• Opportunity to grow with a stable local CPA firm

This role is a strong fit for someone who:

• Likes helping clients
• Enjoys keeping things organized
• Takes pride in accuracy
• Can stay calm during busy seasons
• Follows checklists and processes
• Communicates clearly
• Wants a stable, professional part-time role

This role is not a fit for someone who:

• Wants remote work
• Dislikes repetitive administrative follow-up
• Is uncomfortable answering phones
• Struggles with deadlines or details
• Wants an unstructured role with loose expectations