Assistant Client Advocate / Administrative Assistant

Aardvark Tax Advisors - Cupertino, CA

Full-time - Entry Level

Hybrid - Cupertino, CA

About the position

The Administrative Assistant 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 role requires 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 and directing inquiries to the appropriate staff.
• Schedule client meetings and manage calendars for accountants, tax preparers, and other staff.
• Assist clients with general inquiries related to their tax returns, financial statements, or other services provided by the firm.
• Organize, file, and maintain physical and electronic client records, ensuring confidentiality and compliance with data security standards.
• Assist in preparing, editing, and formatting various documents, such as financial reports, engagement letters, and tax forms.
• Handle the intake of client documents, ensuring they are accurately scanned, organized, and saved in the appropriate systems.
• Manage office supplies, ensuring adequate inventory and placing orders when needed.
• Perform general office duties, including managing mail, handling couriers, and coordinating office maintenance or repairs.
• Assist with the organization of internal meetings, team events, and firm-wide communications.
• Assist in preparing and sending invoices to clients, following up on unpaid invoices, and coordinating with the accounting team for accurate billing records.
• Help track expenses, process payments, and provide basic support in financial reporting and bookkeeping when necessary.
• Provide administrative support to accountants and tax preparers, including organizing files, managing deadlines, and assisting with tax preparation processes.
• Maintain an organized system for tracking client deadlines, ensuring that key filing dates are met and clients are kept informed of upcoming obligations.
• Prepare client tax packets, gather relevant information from clients, and assist with e-filing tax returns when required.
• Assist in maintaining office software and systems, including scheduling software, document management systems, and communication tools.
• Help troubleshoot minor technical issues or coordinate with IT support when needed.
• Ensure that all client documents and firm operations comply with legal and regulatory standards, especially concerning privacy and data protection.
• Support the firm in adhering to accounting and tax compliance requirements by organizing and maintaining compliance records.

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 a 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).