Receptionist/Tax Administrative Associate

Job description

Do you like organizing? Maintaining an accurate database? Do you crave creating processes, so things go more smoothly? Are you efficient and always looking for ways to get things done faster and better? Are you a problem solver with an eye for detail? Do you love people and talking on the phone? Thrive in a busy office atmosphere?

This role is the first point of contact for clients and visitors, and the backbone of day-to-day tax administrative support — keeping documents, filings, and client records moving accurately and on time so the tax team can focus on the work itself.

Primary Responsibilities

Front Desk & Client Experience

• Answer and direct phone calls; greet and assist clients and visitors
• Develop rapport with clients via phone, email, and in person; respond to inquiries with calm confidence
• Fulfill basic client requests that don't require advisor involvement

Mail, Filing & Document Processing

• Process incoming/outgoing mail; scan and file tax documents accurately and promptly
• Manage UPS/USPS shipping for tax returns, organizers, and signature documents
• Route IRS/state notices and documents to the correct team member

Tax Administrative Support

• Track signed e-file authorizations and release signed returns (UltraTax)

• Track return statuses and due dates to help the team meet deadlines

• Support client onboarding/offboarding: engagement letters, CRM setup, billing configuration

• Assist with invoicing and accounts receivable tracking

Office & Team Support

• Coordinate and manage team workflow; create or improve office processes
• Coordinate meetings, team events, and catering as needed
• Manage miscellaneous administrative projects assigned
• Keep track of and order office supplies on a regular basis

Required Qualifications: 

• 2+ years of experience in an administrative, executive assistant, or personal assistant capacity
• High school diploma required
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and calendar management tools
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to manage multiple priorities and deadlines independently
• Ability to maintain strict confidentiality regarding sensitive personal and business information
• Comfortable managing multiple tasks and interruptions in a fast-paced office environment
• Self-motivated, comfortable with independent decision making

Preferred Qualifications: 

• 2+ years prior experience supporting financial services, wealth management, or professional services executive
• Associate or bachelor’s degree preferred
• Previous experience at a CPA firm or financial services office

Skills and Competencies: 

• Discretion and sound judgment when handling confidential information
• Strong attention to detail and follow-through
• Adaptability and comfort with shifting priorities in a fast-paced environment
• Proactive problem-solving and anticipatory thinking
• Display excellent time management skills.
• Adherence to compliance policies and procedures.
• Ability to exercise independent judgment in planning and prioritizing work.

Physical Requirements:

• Ability to sit at a desk and use a computer for extended periods
• Ability to lift up to 15 lbs (e.g., files, packages, supplies) as needed

Why Cerity Partners:

Our people drive our success by working together to deliver exceptional service to our clients. Below is a glimpse of the key elements of our total rewards package:

• Health, dental, and vision insurance – day 1!

• 401(k) savings and investment plan options with 4% match

• Flexible PTO policy

• Parental Leave

• Financial assistance for advanced education and professional designations

• Opportunity to give back time to local communities

• Commuter benefits

Cerity Partners is committed to providing an environment where all individuals can be their authentic selves. We are an Equal Opportunity Employer who respects each individual and supports the diverse cultures, perspectives, and experiences of our colleagues. We are dedicated to building an inclusive and diverse workforce and will not discriminate based on race, religion, national origin, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by law. 

Cerity Partners is committed to working with and providing accommodations to applicants with disabilities or special needs. For those needing accommodations, please reach out to [email protected]. Applicants must be authorized to work for any employer in the U.S.