Admin / Junior Client Advocate

Aardvark Tax Advisors - Salem, NH

Full-time - Entry Level

Hybrid - Salem, NH

About the position

The Admin / Junior Client Advocate at Aardvark Tax Advisors plays a crucial role in ensuring the smooth operation of the firm by providing essential administrative and clerical support. This position involves managing day-to-day office operations, assisting Client Advocates and accountants, and serving as the first point of contact for clients. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment, contributing to the firm's commitment to exceptional client service.

Responsibilities

• Serve as the primary point of contact for incoming client calls, emails, and in-person visits, providing excellent customer service.
• Schedule client meetings and manage calendars for accountants and tax preparers.
• Assist clients with general inquiries related to their tax returns and financial statements.
• Organize, file, and maintain physical and electronic client records, ensuring confidentiality.
• Assist in preparing, editing, and formatting various documents, such as financial reports and tax forms.
• Handle the intake of client documents, ensuring they are accurately scanned and organized.
• Manage office supplies and perform general office duties, including managing mail and coordinating office maintenance.
• Assist in preparing and sending invoices to clients and follow up on unpaid invoices.
• Provide administrative support to accountants and tax preparers, including organizing files and managing deadlines.
• Maintain an organized system for tracking client deadlines and preparing client tax packets.
• Assist in maintaining office software and systems, troubleshooting minor technical issues.
• Ensure compliance with legal and regulatory standards regarding client documents and firm operations.

Requirements

• High school diploma or equivalent; Associate or Bachelor's degree in Business Administration, Accounting, or a related field is a plus.
• 2+ years of experience in an administrative role, preferably in an accounting, finance, or tax environment.
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook) and experience with office management software.
• Excellent organizational and multitasking skills, with keen attention to detail.
• Strong communication skills, both written and verbal, and a professional demeanor.
• Ability to manage sensitive and confidential information with integrity.
• Proactive and resourceful, with the ability to work independently and as part of a team.

Nice-to-haves

• Familiarity with accounting and tax software (e.g., QuickBooks, Xero, UltraTax, or similar).
• Basic understanding of accounting principles and tax processes.
• Experience managing client appointments, billing systems, and document management for an accounting or tax firm.
• Notary public certification (depending on local regulations and firm requirements).

Benefits

• 401(k) matching
• Dental insurance
• Health insurance
• Vision insurance