Office Administrator

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 helps businesses and individuals succeed through comprehensive, innovative solutions and strategic guidance. Our services span tax, audit and assurance, monthly bookkeeping, mergers and acquisitions, wealth management, and insurance. We are committed to integrity, deep expertise, and long-term client success. We are a growing firm with a close-knit team, and we rely on our office administrator to keep every part of the firm running smoothly.

Position summary

The Office Administrator is the first point of contact for our clients and the operational backbone of the firm. You will run daily office operations, manage schedules and correspondence, greet clients, and support payroll, billing, and recordkeeping for our accounting, tax, and advisory teams. This full-time, hybrid role based in Ontario, CA suits someone organized, discreet, and comfortable in a fast-paced professional services environment, especially during tax season.

Key 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, documents, and signed engagement paperwork
• Coordinate new client onboarding: set up client files, send welcome materials, and schedule kickoff meetings
• Perform clerical work such as filing, scanning, photocopying, and data entry
• Organize and maintain physical and electronic 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 the accounting, tax, and advisory teams with billing and other tasks, especially during tax season
• Identify and help implement improvements to administrative processes

Required qualifications

• High school diploma or equivalent
• 2+ years of experience as an office administrator, receptionist, or in a similar role
• Strong organizational and time management skills, with the ability to juggle competing priorities
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Comfort with standard office equipment, including printers, scanners, and phone systems
• Ability to handle confidential financial and personal information with discretion
• Strong attention to detail and accuracy
• Professional phone etiquette and a client-focused, friendly demeanor

Preferred qualifications

• Experience with payroll, bookkeeping, or accounting
• Experience at a CPA, accounting, or other professional services firm, including tax season support
• Post-secondary education in business, administration, or a related field
• Familiarity with QuickBooks or similar accounting software
• Familiarity with Microsoft and Google Workspace
• Bilingual (English/Spanish) is a plus

Compensation, benefits, and schedule

• Pay - $18.00–$28.00 per hour, based on experience
• Job type - Full-time
• Work location - Hybrid, based in Ontario, CA
• Schedule - Monday through Friday, during business hours
• Benefits - Health insurance; 401(k) with matching; paid time off; professional development assistance

Xel Advisors is an equal opportunity employer. We welcome applicants of all backgrounds.