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Administrative Assistant
Administrative AssistantThoerner & Toma • Honolulu, HI, US
No longer accepting applications
Administrative Assistant

Administrative Assistant

Thoerner & Toma • Honolulu, HI, US
19 days ago
Job type
  • Full-time
Job description
Benefits:
  • 401(k)
  • Health insurance
  • Paid time off

Benefits/Perks
  • Competitive Compensation
  • Paid Time Off
  • Career Growth Opportunities
CPA Firm – Accounting & Tax Services


Position Summary


We are excited to announce the opening of our Honolulu office and are currently looking for the right person to join our growing team. This is a great opportunity for a motivated professional who values excellence, collaboration, and long-term growth to be part of a firm committed to serving clients at the highest level.


Key Responsibilities


Administrative & Office Support


  • Manage front-office operations, including phone calls, emails, scheduling, and client inquiries

  • Maintain calendars for partners and managers, including meetings, deadlines, and firm events

  • Prepare, organize, and maintain client files (physical and electronic)

  • Assist with document preparation, scanning, e-filing, and secure delivery to clients

  • Coordinate mail, FedEx/UPS, and government correspondence

Client & Firm Coordination


  • Serve as a primary point of contact for clients with professionalism and discretion

  • Assist with client onboarding, engagement letters, and required documentation

  • Track client deliverables, deadlines, and workflow status

  • Follow up with clients for missing information as directed by the tax team

Billing, Invoicing & Payments


  • Assist with invoicing, billing schedules, and payment follow-ups

  • Coordinate with partners and managers on billing approvals

  • Maintain records related to retainers, payments, and client balances

Compliance & Firm Operations


  • Support firm compliance processes (licenses, renewals, insurance, CPE tracking, etc.)

  • Assist HR and management with onboarding, offboarding, and internal documentation

  • Maintain office supplies, vendor coordination, and general office organization

  • Help implement firm procedures, policies, and administrative systems

Technology & Systems


  • Work with accounting and document management systems (e.g., tax software portals, secure file sharing)

  • Assist with basic troubleshooting and coordination with IT support when needed

  • Maintain confidentiality and data security at all times

Qualifications


Required:


  • 2+ years of administrative or office support experience (CPA firm, law firm, or professional services preferred)

  • Strong organizational and time-management skills

  • Excellent written and verbal communication skills

  • High level of professionalism, discretion, and attention to detail

  • Proficiency with Microsoft Office (Outlook, Word, Excel) and document management systems

Preferred:


  • Experience working in a CPA firm, tax firm, or professional services environment

  • Familiarity with tax season workflows and deadlines

  • Experience with billing, invoicing, or client portals

  • Ability to multitask and prioritize under pressure

Personal Attributes


  • Reliable, proactive, and solution-oriented

  • Client-focused with a service mindset

  • Comfortable working independently and as part of a team

  • Adaptable and positive during peak workload periods

What We Offer


  • Competitive compensation (hourly or salary, based on experience)

  • Stable, professional work environment

  • Opportunity for growth and expanded responsibilities

  • Supportive leadership and collaborative team culture

  • Commitment to building one of the best firms to work for


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Administrative Assistant • Honolulu, HI, US

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