Admin Assistant

Overview

The US Office Assistant is the face of Kaizen CPAs + Advisors and serves as the central administrative support resource for the office. This role is responsible for ensuring smooth daily operations, providing excellent client service, supporting billing and document workflows, coordinating office logistics, and maintaining strong communication across departments. The position is fully onsite and requires a highly organized, dependable, and customer-focused individual.

Key Responsibilities

• Greet and assist clients, vendors, and team members professionally.
• Manage incoming calls, mail, packages, and office communications.
• Maintain office supplies, equipment, and facility maintenance requests.
• Route client documents, tax organizers, tax returns, and workflow tasks in a timely manner.
• Support billing and accounts receivable functions, including deposits, invoice processing, and payment tracking.
• Coordinate office events, internal announcements, and administrative projects.
• Maintain accurate records in Qount and other firm software systems.
• Identify and recommend process improvements and administrative efficiencies.

Success Profile

The ideal candidate:

• Thrives in a fast-paced environment with changing priorities.
• Demonstrates exceptional organization and follow-through.
• Provides outstanding customer service and communication.
• Learns new technology quickly and adapts to new processes.
• Works independently while supporting multiple departments.
• Embodies the firm's core values:
  • Own It
  • Be an Ideal Team Player
  • Make a Positive Impact
  • Embrace a Growth Mindset

Core Competencies

• Customer ServiceProfessionalism
• OrganizationTime Management
• Attention to Detail
• Administrative Coordination
• TechnologySoftware Learning Agility
• Communication Skills
• DependabilityAccountability
• Process Improvement Mindset

Please Note: This position requires on-site attendance. Remote work is not available due to the nature of the role.

Equal Opportunity Employer: Kaizen CPAs + Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace, free from discrimination and harassment. We prohibit discrimination based on race, color, religion, age, sex, national origin, disability, genetics, veteran status, sexual orientation, gender identity, or any other characteristic protected by law. This policy applies to all aspects of employment, including recruitment, hiring, promotion, termination, leave of absence, compensation, and training.