Receptionist / Administrative Assistant

The Receptionist / Administrative Assistant will serve as the first point of contact for clients and visitors at Accuity’s offices. This role is responsible for greeting clients, handling phone calls, supporting day-to-day office administration for a team of approximately 8 people, and assisting with the administrative aspects of tax return processing.

Responsibilities

Greet clients, visitors, and vendors in a professional, welcoming, and courteous manner; 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; Provide general administrative support to the Hilo office team, including scheduling, correspondence, document preparation, and coordination of office activities; 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; Maintain paper and electronic files in accordance with Firm standards; Assist with office cleanup, maintenance efforts, and general organization of the office; Handle copying, scanning, faxing, filing, and other routine administrative projects; Provide administrative support for tax return processing, particularly during tax busy season; Assist with gathering, organizing, tracking, and processing tax return documents; Help coordinate client signatures, e-filing steps, delivery of completed returns, and related administrative follow-up; Support the tax team with accurate, timely, and complete processing of returns and related documents; Maintain confidentiality and accuracy when handling client tax information; 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; 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; 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

Requirements

High school diploma or equivalent; 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; 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

Nice to have

Associate degree or higher in business administration or a related field; Previous administrative, receptionist, or professional office experience

Benefits

Medical, dental, and vision coverage; 401(k) plan with Firm contributions; Life and disability insurance; Responsible time off; Monthly wellness subsidy; Fully sponsored life coaching services; Health, Dental, and Vision Insurance with options for fully paid employee only coverage for health and dental; Company-Paid Life and Long-Term Disability Insurance; Ancillary Benefits such as supplemental life insurance and short-term disability options; Classic Safe Harbor 401(k) Plan with employer contributions; Opportunities for professional growth, learning, and development including access to Becker and LinkedIn Learning