Administrative & Bookkeeping Assistant

Job Details

We are seeking a detail-oriented and highly organized Administrative & Bookkeeping Assistant to support our tax and bookkeeping team. This role combines front-office administrative duties with light bookkeeping support to help ensure smooth daily operations and accurate financial processing.

This is a fast-paced position, especially during tax season, requiring strong communication skills, accuracy, and the ability to manage multiple priorities.

Full Time: Monday - Friday, 9am - 5pm (1 Hour Lunch Break 12pm - 1pm)

Primary Responsibilities (Administrative – 70%)

• Answer and direct incoming phone calls professionally
• Manage and organize email inboxes and client communications
• Schedule appointments and manage calendars using Outlook
• Scan, organize, and maintain digital client files
• Receive, sort, and distribute mail, packages, and deliveries
• Communicate with clients via phone, email, and virtual meetings
• Maintain office organization, supplies, and general cleanliness
• Manage administrative tasks and special projects as assigned
• Prepare and send documents for electronic signature (Adobe Sign)

Secondary Responsibilities (Bookkeeping Support – 30%)

• Assist with bookkeeping tasks in QuickBooks Online
• Enter financial transactions (checks, bills, invoices, deposits)
• Assist with account reconciliation and transaction review
• Maintain Excel spreadsheets for bookkeeping and tax tracking
• Support month-end closing activities
• Assist tax preparation team with documentation and data entry

Required Skills & Qualifications

• Strong communication and interpersonal skills
• High attention to detail and accuracy
• Strong organizational and multitasking abilities
• Proficiency in Microsoft Excel (sorting, filtering, basic functions)
• Proficiency in Microsoft Outlook (email, calendar, tasks, contacts)
• Familiarity with QuickBooks Online (preferred but not required)
• Ability to work in a fast-paced, deadline-driven environment
• Strong reading comprehension and critical thinking skills
• Minimum typing speed of 50 WPM preferred

Preferred Experience

• Administrative assistant or office support experience
• Bookkeeping support experience
• Experience in a tax, bookkeeping, or financial services environment

Benefits

• Dental Insurance
• Vision Insurance
• Paid holidays
• 2 weeks paid time off
• Birthday PTO
• Employee discounts
• 401(k) with company match

What We’re Looking For

The ideal candidate is:

• Reliable and consistent
• Detail-oriented and organized
• Comfortable working in a structured office environment
• Able to manage multiple tasks without losing accuracy
• Professional when communicating with clients and team members

Pay: $25.00 - $28.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee discount
• Paid time off
• Vision insurance

Application Question(s):

• Which administrative tasks energize you the most, and can you give an example of when you handled one really well?
• Can you tell us about a time you had to manage detailed or sensitive information. How did you ensure accuracy and confidentiality?
• Can you tell us about a specific time you made a mistake at work—what happened, and how did you handle it?
• What interests you about working for our bookkeeping company specifically, and how does this role fit with what you’re looking for?
• What experience do you have with QuickBooks Online, and what specific tasks or functions have you performed in it?
• What experience do you have using Microsoft Outlook (email, calendar, and tasks), and what specific responsibilities did you handle?
• What experience do you have with Adobe Sign or DocuSign, and what types of documents or workflows have you managed using them?
• What experience do you have with scheduling tools like Calendly or similar platforms, and how have you used them to manage appointments or meetings?
• The pay range for this role is $25–$28 per hour, Is that range in line with your expectations?
• Our office is located at 2914 Legends Ranch Dr, Spring TX 77386. How far are you from that location, and would the commute be manageable for you on a regular basis?

Work Location: In person