Overview
Project Assistant Jobs in Irvine, CA at Engineering Systems Inc
We are a midsize tax and accounting firm that has an immediate need for an experienced Administrative Assistant to join our team. We pride ourselves on accuracy, attention to detail, and fostering a collaborative work environment.
We are seeking a highly organized and motivated Administrative Assistant to join our team. This role is crucial in ensuring the smooth operation of our office, supporting our accounting professionals, and delivering excellent customer service to our clients.
The ideal candidate will have experience with tax practice management software, excellent organizational skills, and the ability to multitask effectively. This role requires strong attention to detail, the ability to work independently and collaboratively, and a high level of professionalism in handling sensitive information.
Duties & Responsibilities
Administrative Support: Provide administrative support to our CEO, tax professionals, and other team members. This includes greeting clients, scheduling appointments, managing calendars, preparing and editing documents, answering incoming calls, responding to emails, and maintaining office supplies and inventory.
Manage CRM: Oversee the use of Canopy, our tax practice management software (CRM), including setting up and managing client profiles, organizing and tracking tax cases, managing documents, and coordinating communication with clients and team members.
Client Communication: Communicate with clients via phone, email, or the Canopy client portal, ensuring prompt and professional responses to inquiries and requests for information, and maintaining confidentiality of client information.
Document Management: Organize and maintain electronic and physical files, including scanning, filing, archiving, and retrieval of documents in compliance with company policies and procedures.
Project Assistance: Provide support with various project work.
Team Collaboration: Collaborate with team members and provide administrative support to facilitate efficient workflow and ensure smooth operations within the office.
Qualifications
High school diploma or equivalent; additional education or certifications in office administration, accounting, or related field is a plus.
4 years of proven experience as an administrative assistant, preferably in a tax, accounting, or financial services setting.
Experience Customer Relationship Management software (CRM) Canopy or similar tax practice management software, including proficiency in setting up and managing client profiles, organizing and tracking tax cases, and managing documents.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Excellent organizational skills with strong attention to detail and accuracy.
Strong written and verbal communication skills, with the ability to communicate professionally with clients and team members.
Ability to multitask, prioritize tasks, and meet deadlines in a fast-paced environment.
Ability to work independently and collaboratively as part of a team.
Professionalism, confidentiality, and integrity in handling sensitive information.
Strong problem-solving skills and ability to adapt to changing circumstances.
Strong work ethic and positive attitude.
Pay
$23.00 – $27.00 per hour
Benefits
401(k)
Flexible Spending Account
Paid Time Off
Vacation
Experience
Administrative Assistance: 4 years (Required)
CRM Software
Job Type: Full-time
Pay: $23.00 – $27.00 per hour
Expected hours: 40 per week
Benefits:
401(k)
Health savings account
Paid time off
Parental leave
Schedule:
8 hour shift
Monday to Friday
Work Location: In person
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Title: Project Assistant
Company: Engineering Systems Inc
Location: Irvine, CA
