Office Operations Specialist

We're looking for a proactive Office Operations Specialist who can efficiently manage our day-to-day operations while maintaining the highest standards of professionalism and confidentiality.

Key Responsibilities
Manage and organize office inbox, ensuring timely responses to emails
Handle sensitive client data with strict confidentiality
Organize and maintain digital files and documentation
Utilize AI tools to enhance communication and workflow efficiency
Support bookkeeping and tax preparation processes
Implement and maintain organizational systems
Identify and suggest process improvements
Handle basic client communications
Assist with scheduling and calendar management

Required Qualifications
Excellent written and verbal English communication skills
Strong attention to detail and organizational abilities
Proficiency in Google Workspace (Gmail, Drive, Calendar)
Experience with digital file management and organization
Ability to handle confidential information with discretion
Self-motivated with strong initiative
Reliable internet connection
Quiet work environment

Preferred Qualifications
Previous experience in administrative or virtual assistant roles
Knowledge of tax preparation processes
Experience with AI tools and automation
Background in accounting or bookkeeping
Experience with client communication
Familiarity with tax software

Work Schedule
This position will start as part-time (15–30 hours per week) to gauge effectiveness and fit. If performance is strong and the role is a good fit, it will transition into a full-time position.
Flexible schedule: While tasks can be completed outside of standard hours, the ideal candidate should generally be available during 9 AM–5 PM EST to collaborate and respond to tasks in real time.
During tax season (January–May), hours may increase to up to 50 hours per week, and adjustments to the schedule may occur to meet deadlines and client needs.
Candidates must be willing and able to participate in quick video meetings on short notice as needed.

What We Offer
Competitive hourly rate with room for growth
Flexible work schedule
Professional development opportunities
Long-term growth potential
Supportive work environment

Application Process
Interested candidates must complete our detailed application form, which includes:
Personal and professional information
Resume upload
Practical screening tasks

How to Apply
Complete our comprehensive Google Form application (link will be provided)
Include a brief cover letter explaining why you're the ideal candidate
Ensure all required documents are readily available

Important Notes
Only complete applications will be considered
Must be comfortable with video calls for interviews
Strong preference for candidates with experience in similar roles
Must sign an NDA due to handling sensitive information

We look forward to reviewing your application and potentially welcoming you to our team!

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