Admin Assistant

Phyphar, Inc. is a full-service accounting, tax, and business consulting firm serving individuals, business owners, executives, and independent professionals. The firm provides services including tax preparation, bookkeeping, payroll reporting, QuickBooks support, audit representation, and business consulting.

Position Summary

Phyphar, Inc. is seeking a professional, organized, and customer-focused Administrative Assistant to support daily office operations and provide exceptional service to clients. The ideal candidate will be detail-oriented, proactive, and capable of managing multiple administrative tasks in a fast-paced accounting environment.

This role is essential in maintaining smooth office operations, coordinating communication with clients, and supporting accountants and management staff throughout the tax and financial service process.

Key Responsibilities

• Greet clients and visitors in a professional and friendly manner

• Answer and direct incoming phone calls and emails

• Schedule appointments and manage calendars for accounting staff

• Maintain client files, records, and confidential documents

• Assist with preparation and organization of tax and financial documents

• Manage incoming and outgoing mail, packages, and electronic correspondence

• Support billing, invoicing, and accounts receivable activities

• Order and maintain office supplies and equipment

• Assist with data entry and document scanning

• Coordinate client follow-ups and appointment reminders

• Support special projects and general administrative duties as assigned

Qualifications

• High school diploma or equivalent required; associate degree preferred

• 2+ years of administrative or office support experience preferred

• Experience in an accounting, tax, or professional services environment is a plus

• Strong organizational and multitasking skills

• Excellent verbal and written communication abilities

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

• Experience with QuickBooks or accounting software is preferred

• Ability to handle confidential information with professionalism and discretion

• Strong attention to detail and accuracy

Preferred Skills

• Customer service experience

• Time management and problem-solving abilities

• Professional phone etiquette

• Ability to work independently and as part of a team

• Comfortable working during busy tax-season periods

Work Environment

• Professional office setting

• Collaborative and client-focused team culture

• Opportunity for growth within the firm