Front Desk Administrator

Front Desk Administrative Coordinator

Bookkeeping, Payroll & Tax Office

Position Type: Full-Time
Reports To: Owner/Office Manager

Position Summary

The Front Desk Administrative Coordinator is the first point of contact for clients and helps keep the office organized and client work moving efficiently. This position handles client communication, scheduling, document collection, workflow tracking, billing follow-up, tax-season administration, and general office support.

The goal of this position is to handle administrative responsibilities so bookkeepers, payroll staff, tax preparers, and management can remain focused on client work.

Responsibilities

Client Service & Front Desk

• Answer phones, greet clients, and monitor general office email.
• Schedule appointments and take detailed messages.
• Respond to routine administrative questions and route technical questions to the appropriate staff member.
• Assist clients with submitting documents and using the client portal.
• Receive, scan, organize, and properly file client documents.
• Handle incoming/outgoing mail and government notices.

Client & Workflow Management

• Track missing client information and follow up until received.
• Notify staff when requested documents are received.
• Help prevent client work from becoming delayed due to missing information.
• Maintain organized electronic client files.

Tax Season Support

• Send tax organizers via portal and document request lists.
• Receive and organize tax documents.
• Track missing documents, signatures, and Form 8879s.
• Update tax return workflow statuses.
• Assist with e-signatures, return delivery, and appointment scheduling.

Bookkeeping & Payroll Support

• Send monthly reminders for bank statements, credit cards, loan statements, payroll information, and other required records.
• Maintain a centralized missing-information list.
• Assist with obtaining QuickBooks Online access and other administrative records.
• Route bookkeeping and payroll questions to the appropriate staff member.

New Client Onboarding

• Collect client and business information.
• Track engagement letters and ACH authorizations.
• Collect prior tax returns, entity documents, and accounting records.
• Set up client digital folders in the network files.
• Schedule onboarding meetings and ensure required information is received.

Billing & Office Administration

• Send invoices and payment reminders.
• Follow up on past-due accounts.
• Process authorized payments.
• Track returned ACH or declined payments.
• Order office supplies and assist with general office organization.
• Assist management with administrative projects as needed.

Qualifications

• Strong organizational and communication skills.
• Excellent attention to detail and follow-through.
• Professional phone and email etiquette.
• Comfortable working with computers and learning new software.
• Microsoft Office experience preferred.
• QuickBooks Online experience is a plus.
• Previous administrative or professional-office experience preferred.
• Ability to handle confidential financial and tax information.
• Must pass a background check
• Bilingual English/Spanish is a plus.

Ideal Candidate

We are looking for someone who is organized, dependable, professional, friendly, detail-oriented, and proactive. The ideal candidate follows up without being reminded, communicates well with clients, handles multiple priorities, and helps ensure nothing falls through the cracks.

Pay: $18.00 - $20.00 per hour

Benefits:

• Paid time off

Work Location: In person