Hybrid Office Administrator - Client & Ops Lead

Xel; Ontario (CA); Hybrid; USD 25,000 - 39,000; Full time

Benefits offered by this job

Health insurance

401(k) with matching

Paid time off

Professional development assistance

Job summary

Xel Advisors in Ontario, CA is hiring an Office Administrator to be the frontline contact and operational backbone. You will manage daily office operations, coordinating schedules, greet clients, handle payroll, billing, and recordkeeping for our accounting, tax, and advisory teams.

The role is full-time and hybrid, centered in a fast-paced professional services environment, with tax season peak periods. Candidates should be organized, discreet, and possess strong communication and software

Qualifications

• Required: High school diploma or equivalent with 2+ years in office administration or related role.
• Strong organizational and time management skills with ability to juggle priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Discretion handling confidential financial and personal information.

Responsibilities

• Manage daily office operations, including supplies, equipment, mail, and vendor coordination.
• Schedule and coordinate client appointments, meetings, and partner calendars.
• Answer and route phone calls and emails, take accurate messages, and handle client correspondence.
• Greet clients and visitors professionally and keep the front office welcoming.
• Manage client intake: collect and organize new client information and papers.
• Coordinate new client onboarding: set up files and schedule kickoff meetings.
• Perform clerical work such as filing, scanning, and data entry.
• Organize and maintain client files, protecting confidential records.
• Prepare standard reports and basic documentation for internal teams and clients.
• Assist with payroll processing, timekeeping, and related recordkeeping.
• Support teams with billing during tax season.
• Identify and implement improvements to administrative processes.

Skills

Office administration

Organizational skills

Communication skills

Microsoft Office

Discretion with confidential info

Attention to detail

Phone etiquette

Education

High school diploma or equivalent

Post-secondary education in business/administration

Tools

Microsoft Office Suite

Google Workspace

Job description

Xel Advisors in Ontario, CA is hiring an Office Administrator to be the frontline contact and operational backbone. You will manage daily office operations, coordinating schedules, greet clients, handle payroll, billing, and recordkeeping for our accounting, tax, and advisory teams.

The role is full-time and hybrid, centered in a fast-paced professional services environment, with tax season peak periods. Candidates should be organized, discreet, and possess strong communication and software