Administrative Assistant (Bilingual English/Spanish)

Location: 5350 N. 16th Street Suite 107, Phoenix AZ 85016 
Employment Type: Full-Time 
Reports To: Director of Operations

Position Summary

We are seeking a highly organized, detail-oriented, and bilingual (English/Spanish) Administrative Assistant to support the daily operations of our Tax and Accounting Firm. The ideal candidate will provide exceptional administrative support, assist with client communications in both English and Spanish, maintain confidential records, and help ensure efficient workflow during tax season and throughout the year. This role requires strong organizational, communication, and customer service skills, along with the ability to handle sensitive financial information with professionalism and confidentiality.

Key Responsibilities

Administrative Support

• Answer and direct incoming phone calls, emails, and client inquiries in English & Spanish. 

• Schedule appointments, meetings, and consultations for accountants and tax professionals. 

• Maintain office calendars and coordinate appointments on Microsoft Outlook.

• Prepare, organize, and manage client files and documentation. 

• Draft correspondence, letters, and reports as needed. 

• Perform data entry and maintain accurate records in firm databases and software systems. 

Client Services

• Greet clients and visitors in a professional and courteous manner.

• Serve as a primary point of contact for Spanish-speaking clients. 

• Collect and organize tax & accounting documents received from clients. 

• Assist clients with completing intake forms and obtaining required documentation.

• Follow up with clients regarding missing information, signatures, or outstanding documents.

• Maintain positive client relationships by providing timely and professional communication.

Tax and Accounting Support

• Assist with tax return assembly, processing, and delivery. 

• Scan, upload, and securely store financial documents. 

• Track tax return statuses and filing deadlines.

• Support bookkeeping and accounting staff with administrative tasks. 

• Monthly TPT Filing with the Az Dept of Revenue.

• Run Payroll and 401k deposits. 

• Maintain strict confidentiality of client financial and personal information.

Office Operations

• Order and maintain office supplies and equipment.

• Coordinate mail, courier services, and document deliveries.

• Maintain organized filing systems, both electronic and paper. 

• Assist with special projects and administrative initiatives. 

• Support workflow during busy tax seasons and other peak periods.

Required Qualifications

• High school diploma or equivalent required; Associate degree preferred.

• Minimum 5 years of administrative or office support experience.

• Fluent bilingual communication skills in English and Spanish (spoken and written) required.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, SharePoint and PowerPoint).

• Strong organizational and time management skills.

• Excellent verbal and written communication skills in both English and Spanish.

• Ability to manage multiple priorities and meet deadlines.

• Strong attention to detail and accuracy.

• Professional demeanor and commitment to client service.

Preferred Qualifications

• Experience working in a tax, accounting, financial services, or professional services environment.

• Familiarity with tax preparation and accounting software such as QuickBooks Online, Drake, MyTaxPrep, UltraTax, Lacerte, or ProSeries.

• Knowledge of document management systems and electronic filing processes.

• Experience translating documents or assisting Spanish-speaking clients in a professional office setting.

Competencies

• Bilingual Client Communication

• Customer Service Excellence

• Confidentiality and Integrity

• Attention to Detail

• Problem-Solving Skills

• Organizational Excellence

• Team Collaboration

• Adaptability and Flexibility

Benefits

• Competitive salary

• Holiday pay

• Sick pay

• Professional development opportunities

• Supportive and collaborative work environment

Salary Range: $45,000 - $52,000 annually, depending on experience, qualifications, and bilingual proficiency.