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About the Role
The Administrator plays a critical role in supporting firm operations, client service, tax workflow coordination, billing, and office management. This position serves as the first point of contact for clients and ensures smooth day-to-day administrative execution.
Responsibilities
- Greet clients and vendors in a professional, friendly manner and offer refreshments.
- Answer incoming calls and route messages appropriately, including government agency calls.
- Manage the Admin Inbox and monitor voicemail.
- Maintain a clean, organized, and welcoming front office environment, including conference rooms and common areas.
- Plan, coordinate, and order lunches/dinners during tax season; confirm partners' preferences and needs.
- Monitor office, kitchen, and supply inventory; perform weekly inventory checks and coordinate reorders.
- Restock kitchen, bathrooms, private offices, and shared spaces.
- Water office plants weekly.
- Maintain kitchen cleanliness: run dishwasher, clean sink, manage garbage, and discard expired food.
- Receive and distribute incoming mail and packages.
- Prepare and track outgoing mail, including certified mail, FedEx, UPS, and client checks.
- Manage mailings and postage (Stamps.com).
- Track and reconcile petty cash.
- Monitor the Tax Data Inbox and organize incoming documentation.
- Create, label, and maintain digital and physical client tax folders.
- Update client statuses and create, update, or close jobs in Axcess.
- Send and follow up on e-file authorizations.
- Scan, save, and prepare documents for E-Filing.
- Process completed tax returns (email and physical delivery).
- Coordinate client payments (credit card and ACH).
- Prepare Powers of Attorney (POAs), route for signature, and submit to IRS.
- Maintain organized client documentation and backup files.
- Support recurring tax reporting tasks and seasonal workflows.
- Prepare and manage monthly client billing.
- Process client renewals and update engagement terms.
- Maintain billing data in QBO, Axcess, and internal tracking systems.
- Monitor accounts receivable (A/R), send payment reminders, and maintain collections log.
- Manage NY and FL QuickBooks Online subscription billbacks.
- Manage subscription billbacks.
- Handle client terminations, update records, deactivate billing, and archive folders.
- Monitor and process recurring firm overhead payments (utilities, software subscriptions, etc.).
- Track vendor due dates and ensure timely payments.
- Maintain organized records of invoices, receipts, and confirmations.
- Monitor Axcess projects and File Holder reports; update task statuses.
- Maintain organized server files and directories.
- Update and maintain internal SOPs and workflow documentation.
- Monitor Axcess and Bitwarden Teams channels for incoming requests.
- Provide backup administrative support as needed.
Requirements
- High school diploma required; associate or bachelor's degree preferred.
- Previous administrative experience required (accounting or financial services preferred).
- Strong organizational and time management skills.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Experience with QuickBooks Online and accounting software preferred.
- Strong attention to detail and accuracy in data entry and recordkeeping.
- Ability to manage multiple priorities in a deadline-driven environment.
- Strong problem-solving skills.
- Ability to maintain confidentiality of sensitive information.
Skills
- Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- QuickBooks Online
- Accounting software
- Data entry
- Recordkeeping
- Problem-solving
- Confidentiality
Location
- Islandia, New York
- New York City
- St. Petersburg, Florida
Work Type
- Onsite
Experience Level
- Previous administrative experience required
Education Level
- High school diploma
- Associate degree preferred
- Bachelor's degree preferred
Benefits
- Near-100% Employer-Paid Medical Premiums
- Dental and vision options
- 401(k) Retirement Plan with employer matching
- Ancillary Insurance Options
- Immediate PTO Accrual
- 8 Company-Paid Holidays
- Summer Hours Program (half-day Fridays)
- Tax Season Meals
- Summer Lunch-and-Learns
- Onsite Continuing Education
- Casual Dress Code
- Structured Mentor Program
- Employee Volunteer Program (additional paid time off)
- Engaging Team-Building Events
About the Company
- SMG ABA LLC is an accounting firm with a unique team spirit and a set of core values.
- They are a seven-time Inc. 5000 company, demonstrating commitment to success and growth.
- They foster a supportive atmosphere where contributions are acknowledged and rewarded.
- They offer a dynamic and vibrant work environment.