Administrative Support Specialist

2 weeks ago

Hagonoy, Central Luzon, Philippines beBeeAdministrative Full time ₱66,000 - ₱78,000

Job Summary

We are seeking a highly organized and detail-oriented professional to join our team as an Administrative Assistant. In this role, you will provide exceptional support while working from home.

  • Client Job and Document Management: Manage client job documents, upload and download files to the client portal, receive and organize documents via email, and send notifications to clients as needed.
  • New Client Onboarding: Welcome new clients by sending a welcome email, assigning a tax ID number, setting up client portal login, and sending an email invitation to access the portal. Set up new clients in firm files, including client number, Outlook database, file folder, QuickBooks, and Lacerte (if complete information is available). Email new client forms, track responses, and follow up as needed.
  • Track Assigned Tasks: Monitor and complete assigned tasks in the status dashboard.
  • Research Client Information: Gather business information for clients, including statements of information, business licenses, SOS#, EIN, DOB, SSN, and add new entities to our client software.
  • Assembly and E-filing: Assemble client tax returns, send to clients, follow up on receipt, e-file returns when signatures and payment are received, and document all.
  • Accounting and Finance: Track and invoice recurring invoices, run payments monthly, collections by running aging reports and reaching out to clients, time sheet billing, process payments, reconciliation postings daily, monitor billing email inbox, check rate sheet for accurate invoicing, prepare credit memos, and track client retainers.

Required Skills and Qualifications

  • Bachelor's Degree in Accounting or related field.
  • High level of organization and time management skills.
  • Strong written and verbal communication skills.
  • Proficient in Office products, Word, Excel, and Outlook.
  • Minimum 1 year of project management experience and 3-5+ years of administrative experience.
  • Self-discipline, problem-solving skills, and ability to work independently with minimal supervision.
  • Capacity and commitment to work 40 hours a week during traditional daytime business hours.

Benefits

  • Competitive salary package and annual appraisal.
  • Medical, dental coverage, and life insurance from day one of employment.
  • Paid vacation and sick leave with quarterly sick leave conversion.
  • Financial assistance program.
  • Mandatory government benefits and 13th month pay.
  • Regular company events, work-life balance, and career growth opportunities.

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