Administrative Assistant (US Tax) - ZR_29137_JOB

Job Description

This is a remote position.

Monday-Friday 10am-8pm

Position Overview :

The Remote Administrative Assistant provides virtual administrative and client support to ensure the smooth and efficient operation of the tax firm. This individual is responsible for inputting tax return information into the firm’s proprietary software for management approval, scheduling client appointments, managing communications, and assisting with day-to-day office coordination—all from a remote location.

The ideal candidate is reliable, detail-oriented, and capable of working independently while maintaining professionalism and confidentiality in all client interactions.

Key Responsibilities :

1. Tax Return Data Entry & Processing

Input all client information accurately into the firm’s  internal tax software  for review and approval.

Verify that all necessary tax documents (IDs, W-2s, 1099s, receipts, etc.) have been received and properly filed.

Maintain a real-time tracker or spreadsheet showing the status of all returns (in progress, pending approval, awaiting filing, etc.).

Notify management of any missing client information or inconsistencies within tax files.

Ensure full confidentiality of all client data in compliance with firm privacy standards.

2. Client Scheduling & Communication

Manage the firm’s scheduling calendar and set up client appointments for consultations, follow-ups, and document reviews.

Send appointment confirmations, reminders, and follow-up messages through email, text, or the firm’s CRM system.

Answer incoming calls and messages professionally, providing assistance or transferring inquiries to management as needed.

Conduct client follow-ups for outstanding paperwork, signatures, or payments.

Deliver a high standard of customer service with clear, friendly, and professional communication.

3. Administrative & Clerical Duties

Manage virtual client files and folders within the firm’s shared drive or internal system.

Prepare daily, weekly, or monthly reports summarizing client activity and task completion.

Assist in organizing digital forms, documents, and spreadsheets as directed by management.

Monitor the firm’s communication channels (email, voicemail, CRM) and ensure timely responses.

Maintain records of payments received and update internal financial tracking logs.

4. Team Coordination & Support

Provide end-of-day recaps or progress reports to management outlining completed tasks and pending follow-ups.

Coordinate with management to ensure returns move efficiently through review and approval stages.

Support internal marketing or client engagement efforts (such as reminder messages or updates during tax season).

Report technical issues, client complaints, or system errors promptly.

Requirements

Qualifications :

Minimum  1–2 years of administrative experience

MUST HAVE EXPERIENCE OR KNOWLEDGE OF US TAX

Excellent written and verbal English communication skills.

Strong organizational skills with attention to accuracy and deadlines.

Proficient in Google Workspace (Docs, Sheets, Drive) and virtual communication tools (Zoom, WhatsApp, Slack, etc.).

Ability to learn and efficiently operate  proprietary firm software .

High level of professionalism, integrity, and discretion with confidential information.

Core Competencies :

Accuracy and attention to detail

Professional communication and responsiveness

Reliability and accountability

Strong organization and follow-through

Confidentiality and discretion

Time management and adaptability

Independent Contractor Perks :

• HMO Coverage for eligible locations
• Permanent work-from-home
• Immediate hiring
• Steady freelance job

ZR_29137_JOB

Requirements

Key Responsibilities : 1. Tax Return Data Entry & Processing Input all client information accurately into the firm’s internal tax software for review and approval. Verify that all necessary tax documents (IDs, W-2s, 1099s, receipts, etc.) have been received and properly filed. Maintain a real-time tracker or spreadsheet showing the status of all returns (in progress, pending approval, awaiting filing, etc.). Notify management of any missing client information or inconsistencies within tax files. Ensure full confidentiality of all client data in compliance with firm privacy standards. 2. Client Scheduling & Communication Manage the firm’s scheduling calendar and set up client appointments for consultations, follow-ups, and document reviews. Send appointment confirmations, reminders, and follow-up messages through email, text, or the firm’s CRM system. Answer incoming calls and messages professionally, providing assistance or transferring inquiries to management as needed. Conduct client follow-ups for outstanding paperwork, signatures, or payments. Deliver a high standard of customer service with clear, friendly, and professional communication. 3. Administrative & Clerical Duties Manage virtual client files and folders within the firm’s shared drive or internal system. Prepare daily, weekly, or monthly reports summarizing client activity and task completion. Assist in organizing digital forms, documents, and spreadsheets as directed by management. Monitor the firm’s communication channels (email, voicemail, CRM) and ensure timely responses. Maintain records of payments received and update internal financial tracking logs. 4. Team Coordination & Support Provide end-of-day recaps or progress reports to management outlining completed tasks and pending follow-ups. Coordinate with management to ensure returns move efficiently through review and approval stages. Support internal marketing or client engagement efforts (such as reminder messages or updates during tax season). Report technical issues, client complaints, or system errors promptly. Requirements Qualifications : Minimum 1–2 years of administrative experience (experience in a tax, accounting, or financial office preferred). Excellent written and verbal English communication skills. Strong organizational skills with attention to accuracy and deadlines. Proficient in Google Workspace (Docs, Sheets, Drive) and virtual communication tools (Zoom, WhatsApp, Slack, etc.). Ability to learn and efficiently operate proprietary firm software. High level of professionalism, integrity, and discretion with confidential information. Core Competencies : Accuracy and attention to detail Professional communication and responsiveness Reliability and accountability Strong organization and follow-through Confidentiality and discretion Time management and adaptability