Now Hiring

Duties and Responsibilities:

• Assist with answering phone calls, texts, and emails by exhibiting professional and friendly communication.

• Create email templates for client updates, announcements, and other as needed.

• Maintain client database within our practice management system, Canopy.

  • Creating new profiles, updating information, closing out accounts

• Support the client onboarding experience process – setting up client profiles, assigning folders, tasks, and tags.

• Assist with scheduling client meetings as directed by firm’s staff or client request and occasionally confirming appointments.

• Assist with scheduling internal staff meetings, and reminders.

• Scan and organize internal and client documents.

• Maintain expense system (HubDoc) for the firm that includes scanning/uploading receipt documentation and coding to appropriate accounts, on a weekly basis.

• Maintain filing system - consistent with file naming convention across all files and clients within Canopy. More support is required during tax season.

• Support the tax process: client intake, maintaining client profiles, coordinating document drop off and delivery and occasional post office runs.

• Review documents when clients upload and assign tasks/action items, when needed.

• Maintain tech stack – update with new software/apps, remove obsolete items, update pricing.

• Client Relationship Management – we believe in excellent client experience! This role will assist with various tasks such as, but not limited to:

  • Preparing welcome packets for new clients

  • Sending birthday cards to clients

  • Sending other cards/gifts for various events in client’s life (ex. new baby, marriage, death, etc...)

  • Preparing and mailing Christmas cards and gifts

• Social Media Management:

  • Content Creation based on firm’s daily themes.

  • Content Scheduling / Posting

• Newsletter – assist with developing content for quarterly newsletter: researching topics, proofing, and distributing to clients.

• Client Surveys – create one to two client surveys/questionnaires per year to gather feedback.

• Prepare for staff & client meetings:

  • Set out water, pens, etc...

  • Order lunch, when needed

  • Help CPA with establishing Agendas and distribution

  • Prepare and maintain business minutes

• Prepare itineraries for staff annual workshop and conference travel:

  • Create agenda for daily activities

  • Make dinner and event reservations

  • Make flight and hotel reservations based on best times and prices with CPA approval before purchase

  • Purchase goodie bag items, etc...

• Maintain office supplies, snacks, and other various office organization.

• Support team with various projects and tasks related to the organization.

Qualifications:

• Strong organization, oral and written communication skills.

• Ability to work with employees of all levels within and outside the organization as well as customers and vendors.

• Strict attention to detail in composing, typing, and proofreading materials, establishing priorities and meeting deadlines.

• Previous experience in office administration or other related fields.

• Excellent in problem-solving, research, and time management skills.

• Ability to work independently and manage multiple projects and deadlines.

• Strong computer aptitude, which includes expertise with Microsoft Teams, Word, Excel and Outlook.

• Must be committed to maintaining the highest level of confidentiality while working with client data.

• All qualified candidates are required to pass a background check post-offer of employment and prior to hire.

• QuickBooks Online experience a plus.

Working hours: 20 hours per week (with potential to work more hours during tax season)

Hourly Pay Range: $15-20

Interested candidates, email resume or explanation as to why you would be a great fit to cpa@keycitycpa.com