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About the Role

Ramirez Accounting Service, LLC is seeking a professional, organized, and client-focused Front Office Administrator and Texas Notary Public to manage the firm’s front desk and support day-to-day administrative operations. This individual will serve as the first point of contact for clients, visitors, vendors, and prospective clients. The position requires excellent communication skills, discretion, attention to detail, and the ability to manage confidential financial and personal information. Prior Texas notary experience and strong document-handling skills are essential.

Responsibilities

Welcome clients and visitors in a professional, courteous, and confidential manner.
Answer, screen, and route incoming telephone calls to the appropriate department or team member.
Respond to general client questions and direct technical tax, accounting, payroll, legal, and financial questions to the appropriate professional.
Manage client arrivals, appointments, document drop-offs, pickups, and signature requests.
Maintain a clean, organized, and professional reception and client waiting area.
Assist Spanish-speaking and English-speaking clients, when applicable.
Provide clients with general information regarding the firm’s services, processes, office hours, and document-submission procedures.
Notify team members promptly when clients, vendors, or scheduled visitors arrive.
Schedule and confirm client appointments for tax, bookkeeping, payroll, advisory, and administrative matters.
Coordinate meetings between clients and the appropriate firm department.
Maintain accurate appointment information, including the purpose of the meeting and any required documents.
Send appointment reminders and follow up with clients regarding missing information.
Assist with scheduling internal meetings, conference rooms, and virtual meetings.
Help manage calendars during tax season and other high-volume periods.
Receive, date-stamp, scan, upload, label, and route client documents to the appropriate department.
Assist clients with the administrative portion of completing intake forms, document checklists, and authorizations.
Verify that forms are signed and administratively complete before submitting them to the appropriate team member.
Coordinate electronic and physical signatures on tax forms, payroll documents, engagement letters, entity documents, and other firm records.
Track documents that require client signatures, notarization, pickup, mailing, or follow-up.
Maintain secure handling of Social Security numbers, tax records, payroll information, identification documents, banking information, and other confidential data.
Follow the firm’s document-retention, privacy, and cybersecurity procedures.
Properly distribute incoming mail, certified mail, IRS correspondence, Texas Comptroller correspondence, and other government notices.
Perform lawful notarial acts for firm clients and authorized business purposes in accordance with Texas law.
Verify the identity of signers using acceptable identification.
Confirm that signers are appearing voluntarily and understand that the notary is not providing legal advice.
Complete notarial certificates accurately and maintain all required notary records.
Maintain control and security of the notary seal, journal, commission, and related supplies.
Track the expiration date of the notary commission and complete renewals timely.
Collect and document notary fees when applicable and authorized by the firm.
Decline notarization when identification, signer presence, document completeness, willingness, or other legal requirements are not satisfied.
Refrain from selecting legal documents, preparing legal instruments, interpreting legal language, or advising clients regarding the legal effect of a document.
Prepare routine correspondence, appointment confirmations, document-request notices, mailing labels, cover sheets, and client communications.
Assist with copying, scanning, filing, mailing, certified-mail tracking, and electronic document organization.
Maintain client contact information and update administrative records in the firm’s practice-management system.
Assist with client onboarding and administrative setup for new tax, bookkeeping, payroll, and advisory engagements.
Support the collection of engagement letters, identification documents, voided checks, prior-year records, payroll forms, and other onboarding information.
Coordinate document deliveries, courier services, overnight mail, and client pickups.
Order and maintain office, kitchen, postage, and front-desk supplies.
Assist with office events, client appreciation efforts, meetings, and seasonal activities.
Maintain logs for visitors, incoming checks, client documents, notices, and other assigned items.
Provide administrative support to firm leadership and department managers as needed.
Accept client payments in accordance with the firm’s approved procedures.
Provide payment links, receipts, and general invoice information without modifying fees or providing unauthorized discounts.
Route billing questions, disputes, refund requests, and collection matters to the appropriate team member.
Maintain accurate records of checks and other payments received at the front desk.
Follow internal controls for safeguarding checks, credit card information, and client banking information.
Assist with obtaining signed engagement letters and required deposits before work begins.
Assist with managing increased telephone calls, appointments, document drop-offs, signatures, and client pickups during tax season.
Organize incoming tax documents and ensure they are routed to the correct tax professional.
Monitor outstanding administrative items, including missing signatures, identity documents, engagement letters, and payment requirements.
Contact clients regarding return pickup, electronic signature requests, payment instructions, and other administrative matters.
Avoid answering technical tax questions unless specifically authorized and trained to do so.
Escalate IRS notices, filing deadlines, payment deadlines, and urgent client matters promptly.

Requirements

High school diploma or equivalent.
Active Texas Notary Public commission, or the ability to obtain one promptly after hire.
Prior professional office front-desk experience (administrative, legal-office, accounting-office, banking, or professional-services experience).
Strong customer-service and interpersonal skills.
Excellent verbal and written communication skills.
Strong organizational skills and attention to detail.
Ability to manage multiple priorities in a fast-paced environment.
Ability to handle confidential financial and personal information with discretion.
Proficiency with Microsoft Outlook, Word, Excel, electronic calendars, scanning, email, and PDF documents.
Professional appearance, demeanor, and telephone etiquette.
Dependable attendance and punctuality.

Skills

Texas Notary Public
Customer service
Interpersonal skills
Verbal communication
Written communication
Organizational skills
Attention to detail
Multitasking
Discretion
Microsoft Outlook
Microsoft Word
Microsoft Excel
Electronic calendars
Scanning
Email
PDF document handling
Professional appearance
Professional demeanor
Telephone etiquette
Reliability
Punctuality
Spanish (Bilingual proficiency preferred)
Canopy (preferred)
QuickBooks Online (preferred)
UltraTax CS (preferred)
Microsoft 365 (preferred)
Adobe Acrobat (preferred)

Location

In-office

Work Type

Full-time
In-office

Experience Level

Prior professional office front-desk experience required
Prior experience as a paralegal, legal assistant, notary, receptionist, or administrative coordinator preferred
Experience working in a CPA firm, accounting firm, law office, financial-services firm, bank, or other professional office preferred
Experience handling sensitive documents and high-volume client traffic preferred

Education Level

High school diploma or equivalent

About the Company

Ramirez Accounting Service, LLC is a firm that frequently handles tax filings, payroll matters, financial documents, entity records, authorizations, and other documents requiring signatures or notarization.

Equal Opportunity

Ramirez Accounting Service, LLC provides equal employment opportunities to qualified applicants and employees.