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Administrative Operations Coordinator

2 months ago

Chicago, Illinois, United States Proactive Solutions HR Full time
Job OverviewPosition Title: Operations Assistant
Employment Type: Full-time, onsite 5 days/week
Role Summary: The Operations Assistant is essential in facilitating the operational functions of our CPA firm. The successful candidate will manage data entry responsibilities, engage with clients to guarantee the timely collection of documents, and support the electronic submission of tax forms. This role demands exceptional organizational abilities, meticulous attention to detail, and the capacity to juggle multiple tasks effectively.
Core Responsibilities:
  • Data Management: Precisely enter client details, financial information, and other pertinent data into the firm's database and accounting systems, ensuring accuracy and thoroughness.
  • Client Interaction: Proactively reach out to clients for necessary documentation, signatures, and other essential information through various communication channels.
  • E-Filing Support: Aid in the electronic submission of tax documents and other required forms, ensuring adherence to deadlines and compliance with regulations. Attention to detail is paramount to prevent errors in these critical submissions.
  • Document Organization: Systematically organize, scan, and maintain both physical and digital records of client documents, ensuring all files are current and accurately cataloged.
  • Appointment Coordination: Schedule and coordinate meetings for CPAs and other team members with clients.
  • General Administrative Assistance: Provide comprehensive administrative support to the team, including handling phone calls, responding to inquiries, and managing correspondence.
  • File Management: Maintain orderly and up-to-date filing systems, both digital and physical, with a strong emphasis on precision.
  • Project Assistance: Support the team with various initiatives as required, including preparing reports, spreadsheets, and other documents where meticulous attention to detail is critical for producing high-quality outputs.
  • Office Support: Assist with ordering supplies, lunches, and providing additional office support as needed.
Qualifications:
  • Preferred: Associate's or Bachelor's degree.
  • Demonstrated experience in an administrative or data entry capacity, ideally within a CPA or financial services setting.
  • Strong proficiency in computer applications, particularly Microsoft Office Suite (Word, Excel, Outlook).
  • Familiarity with accounting software (e.g., QuickBooks, ProSeries) is advantageous.
  • Exceptional attention to detail and accuracy in all tasks.
  • Strong verbal and written communication skills.
  • Ability to prioritize and manage multiple responsibilities in a dynamic environment.
  • Capacity to handle confidential information with the utmost discretion.
Benefits Offered:
  • Competitive salary structure
  • Health, dental, and vision coverage
  • Retirement plan options available
  • Paid time off and recognized holidays
  • Opportunities for professional growth and development