Why Choose to Work with Us At SMG ABA LLC, we take pride in being more than just an accounting firm. We foster a unique team spirit that sets us apart from our competitors. Guided by a set of core values, we have established ourselves as a seven-time Inc. 5000 company, demonstrating our unwavering commitment to success and continuous growth. With headquarters in Islandia, New York, and additional offices in New York City and St. Petersburg, Florida, we offer a dynamic and vibrant work environment.As part of the SMG ABA team, you will be surrounded by individuals who value hard work, encourage personal and professional growth, and celebrate achievements together. We recognize the importance of each team member's contributions and provide a supportive atmosphere where your efforts are acknowledged and rewarded when we reach our goals.Job Summary:The Administrator plays a critical role in supporting firm operations, client service, tax workflow coordination, billing, and office management. This position serves as the first point of contact for clients and ensures smooth day-to-day administrative execution.Office & Front Desk ManagementGreet clients and vendors in a professional, friendly manner and offer refreshments.Answer incoming calls and route messages appropriately, including government agency callsManage the Admin Inbox and monitor voicemailMaintain a clean, organized, and welcoming front office environment, including conference rooms and common areas.Plan, coordinate, and order lunches/dinners during tax season; confirm partners' preferences and needs. Monitor office, kitchen, and supply inventory; perform weekly inventory checks and coordinate reordersRestock kitchen, bathrooms, private offices, and shared spacesWater office plants weeklyMaintain kitchen cleanliness: run dishwasher, clean sink, manage garbage, and discard expired food.Receive and distribute incoming mail and packagesPrepare and track outgoing mail, including certified mail, FedEx, UPS, and client checksManage mailings and postage (Stamps.com)Track and reconcile petty cash Tax Administration SupportMonitor the Tax Data Inbox and organize incoming documentationCreate, label, and maintain digital and physical client tax foldersUpdate client statuses and create, update, or close jobs in AxcessSend and follow up on e-file authorizationsScan, save, and prepare documents for E-FilingProcess completed tax returns (email and physical delivery)Coordinate client payments (credit card and ACH)Prepare Powers of Attorney (POAs), route for signature, and submit to IRSMaintain organized client documentation and backup filesSupport recurring tax reporting tasks and seasonal workflows Client Billing & Lifecycle SupportPrepare and manage monthly client billingProcess client renewals and update engagement termsMaintain billing data in QBO, Axcess, and internal tracking systemsMonitor accounts receivable (A/R), send payment reminders, and maintain collections logManage NY and FL QuickBooks Online subscription billbacksManage subscription billbacksHandle client terminations, update records, deactivate billing, and archive folders Vendor & Firm Operations SupportMonitor and process recurring firm overhead payments (utilities, software subscriptions, etc.)Track vendor due dates and ensure timely paymentsMaintain organized records of invoices, receipts, and confirmationsMonitor Axcess projects and File Holder reports; update task statusesMaintain organized server files and directoriesUpdate and maintain internal SOPs and workflow documentationMonitor Axcess and Bitwarden Teams channels for incoming requestsProvide backup administrative support as needed Qualifications and Attributes You Will NeedHigh school diploma required; associate or bachelor's degree preferredPrevious administrative experience required (accounting or financial services preferred)Strong organizational and time management skillsExcellent verbal and written communication skillsProficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)Experience with QuickBooks Online and accounting software preferredStrong attention to detail and accuracy in data entry and recordkeepingAbility to manage multiple priorities in a deadline-driven environmentStrong problem-solving skillsAbility to maintain confidentiality of sensitive informationBenefits and Perks of Joining the SMG ABA TeamAt SMG ABA, we value our team members and offer a comprehensive benefits package to support their well-being and professional growth. Joining our team comes with the following perks:Near-100% Employer-Paid Medical Premiums: Outstanding medical insurance coverage for team members with dental and vision options.401(k) Retirement Plan: Future-focused retirement savings plan featuring direct employer matching.Ancillary Insurance Options: Flexible additional coverage choices tailored to your personal needs.Immediate PTO Accrual: Paid time off hours begin building from day one, allowing you to recharge and maintain work-life balance.8 Company-Paid Holidays: Designated paid time off to celebrate major holidays throughout the year.Summer Hours Program: Enjoy half-day Fridays during the summer months to offset the long hours worked during tax season.Tax Season Meals: Enjoy complimentary, company-paid meals provided directly to the team during the busy tax season.Summer Lunch-and-Learns: Company-paid educational lunch sessions designed to collaborate and identify operational areas of improvement.Onsite Continuing Education: Paid professional training opportunities funded entirely by the firm to enhance your technical skills.Casual Dress Code: Come as you are! We embrace a relaxed workplace dress code-just ensure your attire remains appropriate for an office setting.Structured Mentor Program: Direct pairing with experienced leaders to support your long-term professional development and growth.Employee Volunteer Program: Earn additional paid time off specifically for community involvement and service.Engaging Team-Building Events: Regular firm-sponsored outings and collaborative social events to foster a positive work environment.
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