Accounting Administrative Assistant

Company Description

Number Nerds, Inc. is a dynamic and growing accounting and tax services firm that values organization, efficiency, and client satisfaction. We specialize in providing accounting services, tax preparation, and financial solutions to our clients. We pride ourselves on fostering a fast-paced, collaborative environment where team members are encouraged to grow professionally while helping us deliver exceptional service.

Role Description

We are seeking an experienced Accounting Administrative Assistant who thrives in a fast-paced environment and takes pride in organization and perfection. This individual will play a key role in supporting our accounting and tax preparation team by ensuring smooth day-to-day operations, managing client interactions, organizing files, identifying missing information, and coordinating schedules.

This role is ideal for someone who is quick to learn, takes initiative, works independently, and enjoys streamlining processes to help the team function at its best. You will be an essential part of the company, contributing to our continued success and growth.

Key Responsibilities

1- Client Interaction:

• Communicate professionally with clients via phone, email, and in person.
• Schedule and confirm tax preparation meetings, calls, and appointments.
• Follow up on missing documents or information required for tax filings and accounting tasks.

2- Tax Preparation Support:

• Organize and prepare files for tax preparation, ensuring all documents are complete and accurate.
• Assist in collecting and managing tax-related documentation from clients.
• Review tax files to identify missing information and resolve issues proactively.

3- Administrative Support:

• Assist in data entry for accounting tasks and maintain financial records.
• Manage customer billing processes, including generating and sending invoices, tracking payments, and addressing billing inquiries.
• Support the preparation of financial statements, spreadsheets, and basic accounting reports.
• Update and manage scheduling systems, calendars, and task lists to meet deadlines.

4- Organizational Excellence:

• Develop and maintain effective filing systems (digital and physical) for accounting and tax documents.
• Ensure all client records and tax documents are properly organized and easy to access.
• Identify gaps or missing information in files and take initiative to resolve them.

5- Problem Solving & Growth:

• Learn quickly and find answers independently with minimal supervision.
• Adapt to new tools, systems, and procedures as needed.
• Take initiative to support team members and identify areas where additional help is needed.

6- General Support:

• Maintain confidentiality and professionalism in handling sensitive financial and tax information.
• Assist with meeting deadlines for accounting, customer billing, and tax preparation tasks.
• Help streamline processes to improve efficiency across the team.

Key Qualifications

• 2-4 years of work experience in an administrative or organizational support role; experience in accounting, tax preparation, or customer billing is a plus.
• Strong organizational and time management skills with the ability to prioritize tasks effectively.
• Ability to multitask and thrive in a fast-paced environment.
• Quick learner with a proactive mindset and ability to work independently.
• Strong problem-solving skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel) and accounting software (e.g., QuickBooks) is preferred.
• Familiarity with tax preparation processes and billing systems is a plus but not required.
• Bachelor's degree in office administration, accounting, finance or related field.

Who You Are

• A highly organized, detail-oriented professional who loves ensuring everything is perfect.
• Someone who thrives in fast-paced environments and enjoys being a part of a growing team.
• An effective communicator who enjoys interacting with clients and team members.
• A self-starter who takes initiative and learns quickly.
• Passionate about growth and committed to supporting the company’s success.

Why Join Us?

• Be part of a growing, dynamic team where your contributions are valued.
• Opportunities for professional growth and career advancement within the company.
• Supportive, collaborative, and fast-paced work environment.
• Competitive pay and benefits.

If you are someone who takes pride in organization, problem-solving, and supporting accounting and tax professionals, we want to hear from you! Join our team and grow with us.

To Apply: Please submit your application by uploading a single file that includes both your resume and a brief cover letter through LinkedIn.

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Disclaimer / Policy Statements

At Number Nerds, diversity, equity and inclusion are an integral part of our culture. We are an Equal Opportunity Employer that strives to create an inclusive environment that empowers our employees and allows them to be heard, regardless of title or tenure. Our organizational community features multiple Employment Resource Groups representing our dedication to Diversity, Equity & Inclusion.

As an Equal Opportunity Employer, Number Nerds does not discriminate on the basis of race, creed, color, religion, sex, national origin, age, disability, marital status, sexual orientation, gender identity, gender expression, genetic information or any other characteristic protected by law.

Please note: Visa sponsorship is not available for this position. Applicants must have permanent resident status to be eligible.