Office Administrator

2 weeks ago

Knoxville, Tennessee, United States Gibson Edwards Tax & Accounting Full time

Gibson Edwards Business Services offers accounting, tax, and payroll services to small businesses and individuals nationwide. In addition, we've created a one-stop small business shop with insurance and technology management all under one roof

Our goal is to provide a comfortable work environment with an emphasis on the client experience. We maintain a down-to-earth relationship with our clients while providing professional services that cater to each business' unique needs.

We are seeking a detail-oriented and organized administrator to join our team. The ideal candidate will assist with a variety of tasks across the organization

What You'll Do:

Client Experience & Front Desk Support

  • Welcome clients and handle incoming calls with professionalism and warmth
  • Manage client intake paperwork, ensure forms are complete, and route items to the right team member
  • Communicate missing items and next steps to clients via phone, text message, and email

Document Processing & Pickup Coordination

  • Prepare and assemble client deliverables (tax returns, financial statements, engagement letters, etc.)
  • Track document status and coordinate client pickup (including confirming IDs/signatures when required)
  • Scan, upload, label, and organize client documents in accordance with firm procedures
  • Maintain tidy physical and digital filing systems

Payroll Processing Support (Firm + Client Payroll)

  • Collecting timesheets or payroll inputs
  • Entering payroll data and verifying completeness
  • Coordinating approvals and confirming payroll deadlines
  • Communicating payroll-related follow-ups with clients
  • Maintain confidentiality and follow secure handling protocols

Office Operations

  • Support daily administrative needs - Scanning, Filing, Telephone calls, Emails, etc.
  • Help maintain written checklists, templates, and office procedures
  • Provide general support to professional staff during peak seasons

What We're Looking For

  • 2+ years of administrative experience (accounting, tax, payroll, or professional services preferred)
  • Strong communication skills—comfortable speaking with clients and sending clear written requests via both text message and email
  • Excellent attention to detail and ability to follow checklists and deadlines
  • Ability to manage a variety of tasks in a fast paced environment
  • Tech-comfortable: Microsoft Office/Google Workspace; able to learn firm systems quickly
  • High integrity with a proven ability to handle sensitive information discreetly
  • Willingness to participate in group trainings and team building exercises
  • Friendly, steady, and dependable—clients and teammates can count on you

Nice to Have

  • Payroll platform experience (e.g., Gusto, ADP, Paychex, QuickBooks Payroll, SurePayroll)
  • Experience in a CPA firm or tax office
  • Familiarity with document management / e-signature tools (e.g., Adobe, DocuSign)

Job Type: Full-time

Pay: $ $20.00 per hour

Benefits:

  • Retirement plan

Education:

  • High school or equivalent (Preferred)

Experience:

  • Administrative: 2 years (Required)

Ability to Commute:

  • Knoxville, TN Required)

Work Location: In person

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