Office Administrator

Office Administrator – Accounting Firm

Avicenna seeking a dependable, organized, and professional Office Administrator to support our daily operations, staff, and clients. The ideal candidate will be comfortable working in a fast-paced accounting office and managing multiple responsibilities and deadlines.

Key Responsibilities

• Answer phone calls and respond to client inquiries professionally
• Greet clients and assist with appointment check-in
• Schedule and confirm client appointments
• Follow up with clients regarding missing documents and outstanding information
• Upload documents to client portals and maintain organized digital and physical files
• Scan, rename, and save documents according to company standards
• Maintain client folders and records in SharePoint
• Prepare correspondence, reports, letters, and internal documents
• Assist with new-client onboarding and engagement letters
• Monitor administrative tasks, deadlines, and client requests
• Assist with invoices, payment follow-ups, and accounts receivable
• Help coordinate tax, bookkeeping, payroll, and BPOL workflows
• Maintain office supplies and support daily office operations
• Assist management with special projects, process improvements, and administrative automation
• Maintain the confidentiality of client and company information

Qualifications

• Previous office administration or administrative support experience
• Experience in an accounting, tax, financial, or professional-services office is preferred
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Strong attention to detail and ability to follow established procedures
• Comfortable using Microsoft Office, Outlook, Teams, and SharePoint
• Experience with CRM, document-management, accounting, or tax software is a plus
• Ability to learn new technology and use AI tools for administrative efficiency
• Ability to manage multiple priorities in a fast-paced environment
• Reliable, professional, and comfortable communicating directly with clients

Job Type: Full-time
Work Location: On-site in Vienna, Virginia

Pay: $23.00 - $29.00 per hour

Work Location: In person