Office Administrator

About Us

Smith CPA is a growing, full-service Certified Public Accounting firm in North Palm Beach, Florida. We specialize in tax preparation, accounting, payroll administration, audits, business formations, and financial consulting. We maintain a professional, supportive, and growth-focused work environment.

Position: Office Administrator (Full-Time)

Location: North Palm Beach, FL (In-Person)
Pay: $20 - $25 per hour (Based on experience level, see details below)
Hours: Full-Time (35-40 hours per week, Monday to Friday, In-Person)
Benefits: Paid time off, referral bonuses, 401(k) after one year of service

Are you an organized, detail-oriented professional with customer service, office, or marketing experience? Are you tech-savvy, adaptable, and great at juggling multiple office tasks? If so, we’d love to meet you!

Smith CPA is seeking a Full-Time Office Administrator to oversee administrative operations, manage client support, drive workflow efficiency, assist with marketing, website management, compliance filings, team engagement, and executive support. This is a key role in the firm’s daily success and offers room to grow professionally in a stable, well-rounded position.

Pay Scale Based on Experience:

• $20-$22/hr: Candidate with entry-level administrative experience or strong willingness to learn.
• $23-$25/hr: Candidate with strong administrative experience, marketing skills, and ability to take on advanced responsibilities.

Key Responsibilities

Client Relations & Reception

• Greet and assist visitors, clients, and staff.
• Answer and direct phone calls and emails professionally.
• Manage incoming and outgoing mail and packages.
• Handle client inquiries and follow up on necessary documents.

Office Organization & Upkeep

• Ensure the office (common areas & kitchen) remains clean, organized, and presentable at all times.
• Take out trash, sanitize surfaces, and keep office supplies stocked.
• Report any maintenance issues as needed.

Document & Data Management

• Maintain electronic and physical filing systems. Scan, label, and upload tax & source documents into our systems
• Input and manage data in spreadsheets, tax software, and databases.
• Enter basic tax data into tax preparation software to support the personal tax return process. Training provided—no prior tax prep experience required.
• Prep e-file packets, engagement letters, signature requests
• Finalize, label, and archive completed returns
• Manage office workflow using Trello to track deadlines, assign tasks, and ensure timely completion of projects.

Compliance Filings

• Prepare and file state business formations and EIN applications, S-Corporation elections, and Annual Reports.
• Process 1099 and W-2 filings to ensure timely compliance.

Marketing & Social Media

• Assist with creating and editing marketing content using Canva (Photoshop a plus).
• Schedule and update posts on social media platforms.
• Assist with general marketing projects.
• Order and design company promotional items (e.g., hats, shirts, cups).

General Administrative Support

• Schedule and coordinate meetings and appointments.
• Help to maintain a positive and engaging office culture by planning and executing monthly team engagement activities (e.g., team lunches, office celebrations, small events).
• Occasionally assist with personal tasks (e.g., ordering gifts or coordinating appointments).

What We’re Looking For:

✅ Must-Have Skills & Traits:

• High attention to detail and creative eye
• Quick learner with the willingness to learn new tools (Canva, Excel, Trello, etc.)
• Strong organizational skills with the ability to manage task tracking and deadlines.
• Excellent written and verbal communication.
• Highly organized and able to prioritize tasks effectively.
• Positive attitude, team player, and eager to learn.
• Associate’s degree or equivalent work experience.

Preferred (But Not Required):

• Familiarity with tax and business filings or government forms
• Proficiency in Microsoft Excel

Why Join Us?

• Variety in your work – You’ll be involved in marketing, compliance, admin, team engagement, and executive support.
• Stability and growth – This is a full-time role with ongoing development opportunities in a growing CPA firm.
• Professional yet enjoyable culture – We believe in getting work done while maintaining a clean, organized, and welcoming office environment.

If you're a proactive, tech-savvy, and organized individual who enjoys learning, taking on new challenges, and keeping an office in top shape, apply today! This is not a remote role and does require strong attention to detail and comfort working with sensitive financial information.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: 35 – 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Paid time off
• Referral program

Schedule:

• Monday to Friday

Application Question(s):

• Do you live within 20 miles of our office location?

Education:

• Associate (Required)

Ability to Commute:

• North Palm Beach, FL 33408 (Required)

Work Location: In person