Office Administrator / Operations

AppleOne Employment Services; Santa Ynez (CA); On-site; USD 60,000 - 70,000; Full time

Job summary

AppleOne Employment Services in Santa Ynez, CA is seeking an Office Administrator / Operations Coordinator for a direct hire opportunity at a professional tax firm. You will be the main point of contact for clients, manage calendars, coordinate intake, and keep files and tax workflows organized.

This role rewards a proactive, detail‑oriented professional who can handle confidential information, support staff during peak tax season, and maintain smooth daily operations while delivering excellent

Qualifications

• 3–5 years of experience in office administration or similar role.
• Proficiency with Microsoft Office (Outlook, Word, Excel).
• Strong organizational skills with attention to detail and accuracy.
• Excellent written and verbal communication with a professional client service approach.

Responsibilities

• Serve as the first point of contact for clients via phone, email, scheduling, and inquiries.
• Coordinate client appointments, maintain calendars, support intake, and collect required documents.
• Maintain accurate electronic and physical files, records, and tax-related documents; manage scanning and workflows.
• Track outstanding client information, follow up on deadlines, and support busy periods.
• Assist with billing, invoicing, payments, office supplies, vendors, mail, shipping, and general operations.
• Provide administrative and operational support to tax professionals and leadership while maintaining confidentiality.

Skills

Office administration

Client communication

Calendar management

Document coordination

Billing support

Confidentiality

Attention to detail

Multi-tasking

Tools

Microsoft Office

Outlook

Word

Excel

Job description

Job Summary

A professional tax firm in Santa Ynez, CA is seeking an Office Administrator / Operations Coordinator for a direct hire opportunity. This role is ideal for a highly organized, dependable, and proactive administrative professional who enjoys keeping an office running smoothly, supporting clients, and helping a busy team stay on track.

The Office Administrator / Operations Coordinator will serve as a key point of contact for clients while also handling important behind-the-scenes operational support. This is a great opportunity to join a stable professional services environment where your attention to detail, reliability, and ability to manage multiple priorities will be valued every day.

The work environment is client-focused, team-oriented, and deadline-driven, especially during tax season. The right person will enjoy being part of a collaborative office where strong communication, confidentiality, accuracy, and initiative are essential to success.

Key Responsibilities

• Serve as a professional first point of contact for clients, including phone calls, emails, scheduling, and general inquiries.
• Coordinate client appointments, maintain calendars, support client intake, and ensure required documentation is collected and organized.
• Maintain accurate electronic and physical files, records, tax-related documents, scanning, and processing workflows.
• Track outstanding client information, follow up as needed, and support time-sensitive deadlines during busy periods.
• Assist with billing, invoicing, payments, office supplies, vendors, mail, shipping, and general office operations.
• Provide administrative and operational support to tax professionals and leadership while maintaining strict confidentiality.

Compensation and Benefits

• Salary range: $60,000 to $70,000 per year.
• Job type: Direct hire.
• Location: Santa Ynez, CA.

Required Qualifications and Skills

• Manage day-to-day office administration, client communication, scheduling, and document coordination.
• Support tax-related administrative workflows, including intake, scanning, filing, tracking, and deadline follow-up.
• Assist with billing, invoicing, payments, vendor coordination, supplies, mail, and general office operations.
• Provide reliable operational support to professional staff and leadership in a confidential environment.
• 3 to 5 years of experience in office administration, operations, office management, or a similar administrative role.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Excellent written and verbal communication skills with a professional, friendly client-service approach.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to manage multiple priorities in a deadline-driven professional office environment.
• Comfortable learning new software, office systems, procedures, and workflows.
• Ability to work independently, take initiative, and identify what needs to be done.
• Strong judgment, discretion, and professionalism when handling confidential client and financial information.

Preferred Qualifications

• Experience in a tax, accounting, financial services, or other professional services environment.
• Comfort working with financial documents, client records, and confidential business information.
• Prior experience supporting seasonal workload increases, deadline-driven teams, or high-volume administrative processes.

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here: https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

We are committed to working with and providing reasonable accommodations to individuals with disabilities.

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.