Job Description

************ IN PERSON POSITION, VIENNA VIRGINIA************

Interested candidates can apply by submitting their resume and cover letter.

Company Description

Avicenna Accounting Inc. was founded in 1992 as a pioneer in outsourced accounting with web-based technology. The company's commitment is to provide close and personal attention to each client, with a focus on financial forecasts, tax planning, payroll processing, and startup accounting services in Virginia, Washington D.C, Maryland, and nationwide.

Role Description

We are looking for an organized, proactive, and friendly Administrator to take over the day-to-day operations at our front desk. This role involves answering and managing incoming calls, scheduling appointments, checking and returning missed calls and voicemails, and ensuring that all clients are compliant with required documentation. You'll be responsible for sending forms to the appropriate internal departments, assisting clients in navigating our online portal for document submission, and managing our document management system to keep everything running smoothly.

We’re looking for someone who is not only reliable and detail-oriented but also comfortable thinking outside the box. We value team members who take initiative, offer constructive feedback, and share ideas on how we can improve the client experience and overall office operations. If you enjoy being the first point of contact, keeping things organized, and making a real impact in a team setting, we’d love to hear from you. This is a full-time on-site Administrative Coordinator role located in Vienna, VA. The Administrative Coordinator will be responsible for providing administrative assistance, customer service, and finance support. Tasks include communication with clients, organizing office operations, and ensuring seamless coordination.

Duties

• Answering and directing incoming calls professionally

• Calling clients for follow-ups, reminders, and appointment confirmations

• Scheduling and managing client appointments

• Pulling reports and organizing data as needed

• Filing and maintaining physical and digital documents

• Uploading client documents to their respective portals

• Ensuring client compliance with required filings and deadlines

• Assisting in the preparation and filing of BPOL and other regulatory documents

• Maintaining day-to-day office operations and administrative support

• Managing office correspondence, including emails and mail distribution

• Assisting with document retrieval and organization for accounting and tax purposes

• Greeting and assisting clients in person and over the phone

• Coordinating with team members to ensure smooth workflow and client satisfaction

• Monitoring office supplies and replenishing as necessary

• Assisting in special projects and other administrative tasks as assigned

Qualifications

• Communication and Customer Service skills
• Administrative Assistance and Organization Skills
• Finance knowledge
• Experience in accounting or related field
• Proficiency in Microsoft Office Suite
• Attention to detail and strong organizational skills
• Ability to multitask and prioritize tasks effectively
• Associate's or Bachelor's degree in Business Administration or related field

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