Office Administrator

Office Administrator

The Tobin Group, PLLC — Stafford, TX 77477

$18.00 – $25.00 per hour | Full-Time | In-Office Only | Immediate Opening

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ABOUT US

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The Tobin Group, PLLC is an established tax preparation and bookkeeping firm serving individuals and businesses in the Greater Houston area. Our six-person team is dedicated to accuracy, integrity, and exceptional client service. We're looking for a dependable, detail-oriented Office Administrator to become an essential part of our daily operations.

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ABOUT THE ROLE

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This is primarily an operations support role — not a traditional receptionist position. You'll keep the office running smoothly, ensure clients are welcomed professionally, and handle a range of administrative responsibilities. You'll also serve as our first-line IT contact for routine technical issues, with the opportunity to train in bookkeeping over time.

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PRIMARY RESPONSIBILITIES

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Office Operations & Administration:

Prepare and send certified letters and client correspondence
Scan, organize, and upload documents into firm systems
Manage and pay office bills; coordinate vendor invoicing
Answer phones and greet approximately 7–10 client visitors per week during tax season
Maintain a professional, orderly office environment

Communications & Client Outreach:

Send periodic client email blasts using Constant Contact
Maintain professional written communications on behalf of the firm

IT Point of Contact (First-Line):

Troubleshoot basic printer and workstation issues
Serve as liaison with the firm's managed IT provider
Coordinate and escalate equipment issues as needed

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GROWTH OPPORTUNITY

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This role includes the potential to cross-train in bookkeeping duties as the right candidate demonstrates aptitude and interest. We invest in our people and welcome those who want to grow with the firm.

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REQUIRED SKILLS & QUALIFICATIONS

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Software Proficiency (all required):

Microsoft Outlook
Microsoft Word & Excel
QuickBooks
Constant Contact

Professional Attributes:

Professional, polished demeanor for client-facing interactions
Strong organizational skills and attention to detail
Ability to manage multiple priorities in a deadline-driven environment
Reliable and punctual — dependable attendance is essential
Discreet and trustworthy — you will handle sensitive financial and personal data
Comfortable working independently in a small professional office
Basic technical aptitude for first-line troubleshooting

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SCHEDULE & WORK ENVIRONMENT

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Tax season (Jan – Apr 15): Monday–Friday, 8:30 AM – 4:30 PM
Off-season: Flexible, minimum 30 hours/week
In-office only — no hybrid or remote work
Small, collaborative team of 6 professionals
On-site parking provided

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COMPENSATION & BENEFITS

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Pay: $18.00 – $25.00/hour based on experience
Retirement plan — eligible to enroll immediately upon hire
Paid Holidays: New Year's Day, Post-Tax Season Break (day after April 15th), Good Friday (when after April 15th), Memorial Day, Independence Day, Labor Day, Thanksgiving, Day after Thanksgiving, Christmas Eve, Christmas Day
Paid Time Off (PTO) — varies by seniority
Additional benefits as outlined in the company policies

Pay: $18.00 - $25.00 per hour

Benefits:

401(k)
401(k) matching
Dental insurance
Health insurance
Health savings account
Life insurance
Paid time off
Parental leave
Vision insurance

Application Question(s):

Please include a brief note telling us why this position interests you.
This position is available immediately. What is your earliest available start date?
Briefly describe your experience in an office administration, operations, or support role. How many years have you worked in a similar capacity?
Have you worked in a professional services firm (accounting, legal, financial, or similar)? If so, please describe the environment.
This role involves handling sensitive client financial and personal information. Describe how you have managed confidential information in a previous role.
This role includes first-line IT support: troubleshooting printers, basic workstation issues, and coordinating with our managed IT provider. How comfortable are you in that kind of role? Give an example if you can.
This is a small office of six people. What do you find most appealing about working in a small, close-knit professional environment? What, if anything, do you find challenging about it?

Ability to Commute: