Tax & Accounting Administrative Assistant (Bilingual English/Spanish)
Job Description
Position Summary
We are seeking a highly organized, detail-oriented, and bilingual (English/Spanish) Administrative Assistant to support the daily operations of our Tax and Accounting Firm. The ideal candidate will provide exceptional administrative support, assist with client communications in both English and Spanish, maintain confidential records, and help ensure efficient workflow during tax season and throughout the year. This role requires strong organizational, communication, and customer service skills, along with the ability to handle sensitive financial information with professionalism and confidentiality.
Key Responsibilities:
Administrative Support
- Answer and direct incoming phone calls, emails, and client inquiries in English and Spanish.
- Schedule appointments, meetings, and consultations for accountants and tax professionals.
- Maintain office calendars and coordinate appointments.
- Prepare, organize, and manage client files and documentation.
- Draft correspondence, letters, and reports as needed.
- Perform data entry and maintain accurate records in firm databases and software systems.
Client Services
- Greet clients and visitors in a professional and courteous manner.
- Serve as a primary point of contact for Spanish-speaking clients.
- Collect and organize tax documents received from clients.
- Assist clients with completing intake forms and obtaining required documentation.
- Follow up with clients regarding missing information, signatures, or outstanding documents.
- Maintain positive client relationships by providing timely and professional communication.
Tax and Accounting Support
- Assist with tax return assembly, processing, and delivery.
- Scan, upload, and securely store financial documents.
- Track tax return statuses and filing deadlines.
- Support bookkeeping and accounting staff with administrative tasks.
- Maintain strict confidentiality of client financial and personal information.
Office Operations
- Order and maintain office supplies and equipment.
- Coordinate mail, courier services, and document deliveries.
- Maintain organized filing systems, both electronic and paper.
- Assist with special projects and administrative initiatives.
- Support workflow during busy tax seasons and other peak periods.
Required Qualifications
- High school diploma or equivalent required; Associate's degree preferred.
- Minimum 5 years of administrative or office support experience.
- Fluent bilingual communication skills in English and Spanish (spoken and written) required.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
- Strong organizational and time management skills.
- Excellent verbal and written communication skills.
- Ability to manage multiple priorities and meet deadlines.
- Strong attention to detail and accuracy.
- Professional demeanor and commitment to client service.
Preferred Qualifications
- Experience working in a tax, accounting, financial services, or professional services environment.
- Familiarity with tax preparation and accounting software such as QuickBooks, Drake, UltraTax, Lacerte, or ProSeries.
- Knowledge of document management systems and electronic filing processes.
- Experience translating documents or assisting Spanish-speaking clients in a professional office setting.
Competencies
- Bilingual Client Communication
- Customer Service Excellence
- Confidentiality and Integrity
- Attention to Detail
- Problem-Solving Skills
- Organizational Excellence
- Team Collaboration
- Adaptability and Flexibility
MTM Tax & Accounting Services LLC is a locally owned and established firm that has proudly served individuals and small businesses throughout the Phoenix metropolitan area since 2002. For more than 20 years, we have built our reputation on providing trusted tax, accounting, and advisory services with a commitment to exceptional client service, integrity, and professional expertise.
As our firm continues to grow, we are evolving beyond traditional tax compliance and bookkeeping services into a proactive advisory practice. Our mission is to help clients identify tax-saving opportunities, improve financial performance, and make informed business and personal financial decisions that support long-term success.
We pride ourselves on developing lasting relationships with our clients and serving as a trusted partner in their financial journey. Our team values professionalism, accountability, continuous learning, and a client-first approach in everything we do.
We are seeking experienced, motivated, and self-driven professionals who are passionate about helping clients succeed and who want to play a key role in the continued growth of our firm. This is an opportunity to join a collaborative and forward-thinking organization where your expertise, ideas, and leadership will make a direct impact.
If you're looking for a long-term career with a respected local firm that values both its clients and team members, we'd love to hear from you.
We look forward to connecting with you!
