Dynamic Administrative Assistant – Client & Office Ops

Ultimate Staffing; Clearwater (FL); On-site; USD 36,000 - 41,000; Full time

Job summary

Ultimate Staffing Services in Florida is seeking a full-time Administrative Assistant to support client relations, intake coordination, and front-office operations. The ideal candidate will thrive in a fast-paced environment with a strong sense of urgency.

The role requires 3–5 years of administrative experience, proficiency with Microsoft Office, Zoom, and multi-line phone systems, and excellent communication skills.

Qualifications

• 3-5 years of administrative experience, preferably within a CPA firm, financial services, or professional corporate office.
• Proficiency in Microsoft Office (Outlook, Word, Excel), Zoom, and multi-line phone systems.
• Strong detail-orientation, accurate data entry, and ability to meet tight deadlines.
• Exceptional written and verbal communication skills for professional client correspondence.

Responsibilities

• Manage the front office, answer multi-line phone systems, handle client inquiries, and greet visitors professionally.
• Coordinate staff calendars, schedule client appointments, and manage incoming inquiries.
• Assemble, scan, process, file, and deliver tax returns and financial documents; pull reports as requested.
• Assist with software transitions and troubleshoot in-house technical issues, including conference room tech.
• Input and update client information, track e-file acknowledgments, and manage data entry across tax and CRM platforms.
• Maintain inventory and office supplies, process outgoing shipments and certified mailings.
• Plan and execute corporate events, coordinate catered tax season lunches, and other internal events.

Skills

Administrative experience

Communication

Calendar management

Data entry

Tech savvy

Tools

Microsoft Office

Outlook

Excel

Zoom

Multi-line phone systems

Job description

Ultimate Staffing Services in Florida is seeking a full-time Administrative Assistant to support client relations, intake coordination, and front-office operations. The ideal candidate will thrive in a fast-paced environment with a strong sense of urgency.

The role requires 3–5 years of administrative experience, proficiency with Microsoft Office, Zoom, and multi-line phone systems, and excellent communication skills.