Receptionist / Administrative Assistant

Job Description

ABOUT JOB

The Receptionist / Administrative Assistant will serve as the first point of contact for clients .

This position requires strong client service skills, attention to detail, professionalism, and the ability to balance front-office responsibilities with administrative and tax processing deadlines. The role will also work with other administrative team members across the Firm to support consistent procedures and seamless service.

Key Responsibilities

Reception and Client Service

• Answer and route incoming phone calls, take messages, and assist callers with general inquiries.
• Help ensure clients have a positive experience when visiting or contacting the Hilo office.
• Assist clients with administrative questions related to tax return processing, including e-filing steps when appropriate.

Office Administrative Support

• Provide general administrative support
• Manage calendars and schedules as requested.
• Set up in-house or external meetings, including room reservations, calendar invitations, and food arrangements.
• Open, sort, and handle incoming mail for the office.

Document Preparation and Correspondence

• Prepare, type, and proofread documents, including engagement letters, memos, reports, correspondence, and other client-facing materials.
• Prepare client engagement letters, billings, and correspondence as requested by partners, principals, managers, or other professionals.
• Assist with reports and analysis as requested to support tax engagements or office operations.

Accounting and Practice Support

• Deposit checks and enter receipts into the practice management system.
• Assist with follow-up on outstanding receivables as requested.
• Prepare time and expense reports as needed.
• Support client billing and related administrative follow-up.

Other Duties

• Provide backup administrative support as needed.
• Assist with special projects, Firm initiatives, and other duties as assigned.
• Coordinate with other administrative personnel across the Firm to support consistent processes and procedures.

Qualifications and Attributes

• Strong customer service, communication, and interpersonal skills.
• Professional appearance and demeanor appropriate for a leading professional services firm.
• Ability to interact with clients, team members, and professionals in a courteous and professional manner.
• Strong attention to detail and ability to produce accurate, complete work.
• Ability to multi-task and prioritize work to meet internal and external deadlines.
• Ability to work independently with minimal direction.
• Initiative to anticipate needs and develop solutions.
• Flexibility and ability to adapt quickly to changing priorities.
• Ability to work as part of a team and collaborate with administrative team members across the Firm.
• Strong ethical standards, confidentiality, and sound judgment when handling client and Firm information.

Skills

• Proficiency with Microsoft Word and Excel.
• Ability to learn and use Firm software, practice management systems, and tax processing tools.
• Strong written and oral communication skills.
• Strong grammar, punctuation, and proofreading skills.
• Comfortable working in a fast-paced client service environment.

Education and Experience

• High school diploma or equivalent required.
• Associate degree or higher in business administration or a related field preferred, but not required.
• Previous administrative, receptionist, or professional office experience preferred, but not required.

Compensation and Benefits

The salary range for this role is $50,000 to $65,000. The final salary offer is contingent upon the candidate’s experience, qualifications, and market and business conditions.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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