Hey there! You aren't an ordinary Administrative Assistant, which is great because we are no ordinary accounting firm.
Check us out at cartercookcpas.com and courses.profitthatcounts.com/join
OFFICIALLY APPLY AT: https://www.cartercookcpas.com/assistant-application/
Who We Are
It's so nice to meet you! We are a Concierge CPA firm that works virtually with beauty businesses all over the US to prepare tax returns, streamline bookkeeping systems, and provide general tax and accounting consulting. We also host an online community of beauty business owners learning QuickBooks. As our client and community list has continued to grow, it's time to expand our team so we can give our clients the care and attention they have become accustomed to. This is not your run of the mill accounting firm where we do the bare minimum to keep our clients compliant. We hold our clients hands and are always on the lookout for how we can better serve them.
We are looking for a personable, client centric, tech savvy administrative assistant to work part-time with our bookkeeping department. This is a great opportunity for someone looking to grow and make a real impact with small businesses.
Schedule
We offer unique benefits, like a flexible schedule and the ability to work from home 100% of the time and no travel requirements, outside our annual team retreat.
This role's schedule is 8 AM - 12 PM Eastern Time Zone. This role is responsible for assigning all client communication to the appropriate team members. This role assigns all new client communication to team members by 9 AM Eastern Time Zone Monday - Friday. We are open to being flexible with the schedule, as long as it is consistent and can ensure communication is assigned by 9 AM Eastern. If 8 AM - 12 PM Eastern Time Zone isn't the best fit, tell us what would work for you.
The hours of this position expand to 30 hours/week on the two weeks leading up to tax deadlines. These deadlines are March 15th, April 15th, September 15th, and October 15th.
Make no mistake, we may work in our pajama pants, but we take care of business for our clients. We understand that work from home does not mean work without childcare or work while doing laundry. We work as a team and are available to each other during normal business hours.
This position is a W-2 employee position and we expect this to be the only place of employment for our employees. Due to the sensitive nature of the information this position handles, we require the home office to be in a separate room behind a closed door. All applicants must reside in the US.
Duties & Responsibilities
- Manage shared email inboxes
- Handle the new client onboarding process including setting up the discovery calls, contracts, meeting with new clients, and setting up in our systems
- Clearly communicate directly with clients (virtually via email, phone, or video chat), and team members in a timely manner
- Respond to all emails and messages on the same day they are received
- Organize tax documents and perform basic data entry
- Finalize all tax returns including getting client signatures, invoicing as needed, printing a copy of the return to the client’s portal, e-filing the return, and communicating how much tax is owed and how the client can make a payment.
- Basic video editing using WeVideo (We can train)
- Set up landing pages, opt-in pages, thank you pages, check-out pages for online course launches using Kajabi (We can train)
- Coordinate posting social media content and blogs
- Pull bank statements and other reports for the bookkeeping department
- Conduct text message meetings with clients to get codes to get access to accounts
- Follow up with clients
- Cross train with other admin assistant
- Other duties as needed
Requirements
- Two or more years of experience as an assistant
- Strong Excel skills
- Must be organized, meticulous, and detail-oriented
Preferred
Expectations
- Seeking an individual who has at least 2 years of experience working as a virtual assistant
- An expert level attention to detail
- A heart of service - always wanting to provide clients with the best experience possible
- Comfortable working in a remote and paperless environment
- Strong problem-solving skills
- Ability to observe and understand business processes, ensuring complete and accurate documentation
- A desire to learn new skills and always keep growing
- An ability to work independently and as a member of a team
- Loves technology, systems, organization and processes
- Has excellent oral and written English communications skill
- Is highly dependable and doesn’t let anything slip through the cracks
- Has the proven ability to work under strict deadlines
- Is able to think ahead
- Has excellent prioritization skills
- Is organized, follows systems, and creates new systems where necessary
- Handles miscommunications and issues in a professional and direct manner
- Takes ownership of issues and resolves situations when a problem arises
We would never ask you about your family during an interview because...laws, but you should know that family is our most important core value. We work hard during the time that we're at the office. We provide exceptional services to our clients and never miss deadlines. We also work hard to leave work at the office. Answering emails and phone calls when you're with your family is not cool. Having to do a "quick check-in" while you're on a vacation completely obliterates the refreshment you're seeking. We expect you to work hard. We also expect you to family hard.
READY TO APPLY?
Head to https://www.cartercookcpas.com/assistant-application/
Job Type: Part-time
Pay: $17.00 - $20.00 per hour
Expected hours: 20 – 30 per week
Benefits:
- 401(k)
- 401(k) matching
- Flexible schedule
Schedule:
- Day shift
- Monday to Friday
Work Location: Remote