Administrative Assistant (part-time)

Job Overview:

The part-time, remote - Administrative Assistant will provide essential support in managing administrative tasks, communication, and day-to-day operations for a small tax and accounting firm. This role requires familiarity with tax and accounting processes and a strong command of the Zoho One platform for managing workflows, CRM, invoicing, and client communications.

Key Responsibilities:

Administrative Support:

Provide general administrative support to the team, including scheduling, email management, and document organization.

Assist with the preparation of client reports, tax documentation, and other accounting-related materials.

Manage client inquiries and ensure timely responses to emails and phone calls.

Zoho One Management:

Utilize Zoho One to manage customer relationships, track interactions, and schedule appointments.

Help streamline office workflows using Zoho tools such as Zoho CRM, Zoho Books, Zoho Projects, Zoho Desk, and others.

Assist with creating and maintaining automated workflows, reports, and dashboards within Zoho One.

Client Support:

Communicate with clients regarding tax-related inquiries, appointments, and document requests.

Support clients in uploading necessary documentation via Zoho's client portal or other platforms.

Data Entry & Record-Keeping:

Accurately enter and maintain client records in Zoho Books and other accounting platforms.

Maintain organized filing systems for both digital and paper documents.

Billing & Invoicing:

Assist in preparing client invoices and tracking payments.

Help monitor overdue accounts and send reminders when necessary.

General Office Tasks:

Perform other administrative duties as required, such as managing office supplies, ordering materials, and other office management tasks.

Required Skills & Qualifications:

Experience in Administrative Support:

5+ years of experience in an administrative assistant role, ideally in a tax, accounting, or financial services environment.

Proficiency in Zoho One:

Strong working knowledge of Zoho One suite, including Zoho CRM, Zoho Books, Zoho Projects, and other related apps.

Ability to set up and manage workflows, automations, and reports within Zoho One.

Strong Organizational Skills:

Ability to manage multiple tasks, prioritize effectively, and maintain accuracy and attention to detail.

Excellent Communication Skills:

Strong verbal and written communication skills, with a professional and customer-friendly demeanor.

Technology Proficiency:

Comfortable using various remote communication tools (Zoom, Slack, etc.).

Experience with Microsoft Office, and general office productivity tools.

Confidentiality & Discretion:

Ability to handle sensitive client data and maintain confidentiality.

Preferred Qualifications:

Experience in the Tax & Accounting Industry:

Familiarity with tax filing processes, accounting terminology, and financial statements is a plus.

Accounting Software Knowledge:

Experience using accounting software such as QuickBooks Online.

Schedule & Compensation:

Hours:

Part-time, flexible hours (approximately 5 - 20 hours per week).

Compensation:

Competitive hourly rate, commensurate with experience.

How to Apply:

Interested candidates should submit a resume and a cover letter outlining their relevant experience, particularly with Zoho One and administrative roles within the tax and accounting field.