Position Summary:
US-based accounting practice seeking a highly organized and detail-oriented individual to join our team as a Virtual Assistant. This role involves managing client communication, organizing email and file systems, overseeing client engagement processes, and assisting with project management. The ideal candidate will possess strong communication skills, proficiency in various software tools, and the ability to handle multiple tasks in a fast-paced environment.
Job Details:
- Work from Home
- Monday to Friday | 9 PM to 6 AM Manila Time
- *Following US Holidays
Responsibilities:
- Email and File Organization
- Organize and manage email correspondence, ensuring timely responses and follow-ups.
- Maintain a well-structured digital filing system for easy access and retrieval of documents.
- Client Communication and Contact
- Consistently communicate with clients, providing status updates and addressing inquiries.
- Ensure a professional front office appearance through consistent and clear communication.
- Client Engagement Management
- Manage the entire client engagement process, from initial contact and onboarding to final invoice and document saving.
- Create engagement letters and include proprietary welcome articles.
- Oversee the onboarding and client intake process, ensuring a smooth and efficient experience for new clients.
- Calendar Scheduling and Tracking
- Use cloud scheduling software (e.g., CAL.com) to manage appointments and deadlines.
- Track engagements and ensure all tasks are completed on time.
- Project Management
- Plan and track tax engagements, coordinating with the team to ensure all deliverables are met.
- Monitor project timelines and communicate expectations with clients.
- Send invoices and save final returns upon payment.
- Software Proficiency
- Utilize Canopy Tax for tracking and managing tax-related tasks.
- Leverage cloud-based scheduling and project management tools to streamline operations.
- Additional Tasks
- Assist with general administrative duties when primary tasks are complete.
- Conduct research and gather information as needed for various projects.
- Prepare reports and presentations for internal and client use.
- Assist with marketing and social media management as needed.
- Provide support for other office-related tasks and projects.
Qualifications:
- Previous experience in accounting, data entry, administration, or anything similar.
- Strong organizational and time-management skills.
- Excellent communication and interpersonal abilities.
- Ability to manage multiple tasks and projects simultaneously.
- High level of attention to detail and accuracy.
- Familiarity with project management principles and tools is a plus.
- Canopy Tax experience is nice to have.
- Cal.com experience or similar experience.
- Proficient in Microsoft Office Suite and other relevant software.
- Ability to work independently and as part of a team.