Office Administrator

Foster & Associates, CPA, LLC; Redmond (WA); On-site; USD 52,000 - 68,000; Full time

Job summary

Foster & Associates, CPA, LLC in the Seattle-Portland area seeks a full-time Office Administrator to support day-to-day operations in Redmond, WA or Portland, OR. The role is on-site with a path to hybrid after a 90-day probation, and there is an option for a 4-day condensed work week during off-seasons.

You will handle reception, file maintenance, client communications, scheduling, document preparation, and basic IT/portal support, working with a small team under the Office Manager to keep tax

Qualifications

• Proficiency in Administrative Assistance and Clerical Skills.
• Strong Phone Etiquette and Communication skills.
• Experience with Executive Administrative Assistance including calendar management.
• Ability to work in a collaborative team with attention to detail.

Responsibilities

• Greet clients and manage phone communications and scheduling.
• Maintain and organize client records and mail processing.
• Keep conference rooms organized and assist with office cleanliness.
• Assist Senior Admin and Tax managers with project tracking and reporting.
• Prepare and deliver tax returns and file documentation electronically.
• Coordinate office staff activities and calendars.
• Provide IT/portal usage support for clients and staff.
• Log and organize client documents and notices.

Skills

Administrative Support

Calendar Management

Phone Etiquette

Team Collaboration

Microsoft Office

Professional Services Experience

High School Diploma

Education

High school diploma or GED

Tools

Planner CS

Outlook

Excel

Word

PowerPoint

OneDrive

ShareFile

GoFileRoom

Clover

CPA Charge

Thomson Reuters Planner CS

Job description

Foster & Associates, CPA LLC and Stetson Koenes PLLC have been serving the Seattle and Portland Metro areas for over 45 years under its current and former leadership. Our offices provide Accounting, Tax, and Tax Controversy services to individuals and businesses across various industries. We are known for our expert team and personalized service. We deliver the capabilities of a larger firm while fostering a close-knit, collaborative environment. Our unique blend of expertise, mentorship, and teamwork is at the core of what makes us a one-of-a-kind firm in the community.

Role Description

This is a full-time, primarily on-site Office Administrative Assistant role. This position is based in the Redmond, Washington or Portland, Oregon Metropolitan Area. We are looking to hire an office manager for both locations at this time. Your preferred location will help us determine which office you are assigned to.

After completion of a standard 90-day probationary period, this role offers the ability to work Hybrid. Upon hiring you are immediately eligible to take part in 4-day condensed work weeks or “Flex Scheduling” during our off-seasons. (Off seasons for this office are considered April 16 th through August 15 th and again from October 16 th through January of the following year).

The Office Administrator will be responsible for providing comprehensive administrative and clerical support to ensure the smooth day-to-day operations of the office. Responsibilities include:

• Reception and managing phone communications. Including setting out-of-office messaging, phone testing/transferring and follow-up with professional staff to ensure clients are responded to in a timely manner, and scheduling client/internal Team meetings.
• Maintaining and organizing office records such as: handing off client documents, mail and delivery processing/tracking, client payment entry, collections calls and outstanding collections list.
• Maintaining conference rooms and general office cleanliness such as: showing clients to conference rooms, turning over conference rooms in between meetings, general kitchen and common area cleaning (dishwasher, counters, food restocking, sweeping).
• Assisting Senior Admin and Tax managers with Project Tracking: Includes tasks like updating project statuses, reading Excel-generated lists/reports to compare how quickly work is moving through the process, updating database information to pull accurate live reports, tracking staff productivity, tracking completion of projects within deadlines, deadline-specific tracking (for communications purposes and for filing extensions).
• Electronic and Physical assembly and delivery of completed tax returns. Printing tax returns to PDF from the tax software, minimal Word-Style or Adobe PDF editing, renaming files and maintaining standard naming conventions across all tax return types, electronic file organization, (printing to paper when required – thumbing through, reorganizing, stapling, stuffing and coordinating pickup with the client), uploading electronic copies to our online portal system and coordinating electronic notification via email and electronic signature with clients.
• Coordinating office staff activities/schedules. This includes generic scheduling for meetings both with clients and internally amongst staff. Also items like tracking staff birthdays, anniversaries, staff PTO calendar, planning staff activities (end of season celebration, team bonding activities, annual trip to WA office location for client Open-House)
• Technology based support: Support with client-related administrative tasks like instructing clients on the use of our Portal system for document submission, how to sign for various documents electronically, how to send encrypted communications. In-house tech support for staff (as basic as helping set OOO messages or change an email signature in Outlook to full new employee onboarding/computer setup, including coordinating IT ticket support and follow-up for staff)
• Physical document intake, organizing, sorting and logging of client documents. Marking projects as “in” for the year, taking notes on client preferences and notating information relevant to managers in the clients project. Also includes intake of IRS and state-issued notices or letters that may require records investigation and formal response.

You will work with a team of 2-3 other senior Admin staff with 3-5 junior Admin Assistants to support you. If you are working out of our Redmond office, you will train directly under the current Office Manager there and coordinate with the Portland team remotely. If you are working out of the Portland office, you will train directly under the Firm Administrator there and interface mainly with junior Admin staff. Our administrative assistant and intern team varies seasonally. Please inquire for additional details!

Qualifications

• Proficiency in Administrative Assistance and Clerical Skills, including managing records, scheduling, and maintaining office procedures.
• Strong Phone Etiquette and Communication skills for effectively interacting with clients and team members.
• Experience with Executive Administrative Assistance, including calendar management and task coordination for leadership.
• Ability to function as part of a collaborative team, with attention to detail and a proactive approach to solving problems.
• Proficiency in office software (e.g., Microsoft Office Suite, email platforms) is preferred.
• Experience in professional services mandatory. (Particularly in the accounting or financial industries would be an advantage but not required.)
• Minimum High school diploma or GED required. Additional degrees, certifications in administrative support or related fields are preferred.

Additional Skills Preferred

• Proficiency with Microsoft Office Suite (Planner CS, Outlook, Excel, Word, Powerpoint, OneDrive)
• Proficiency with editing tools and software platforms (Mail merging, Adobe, Canva)
• Experience with payment or document sharing platforms (ShareFile, GoFileRoom, Clover, CPA Charge)
• Experience with office equipment (Pitney Bowes or postage machine, Printers, Scanners, spiral binders)
• Experience in Thomson Reuters platforms (SafeSend, SurePrep, UltraTax, Practice CS, Planner CS)
• Project management experience (Either managing/overseeing a team of junior staff or leading the charge on an assigned set of projects to completion).