Tax & Accounting Operations Admin

Benefits:

• 401(k) matching
• Bonus based on performance
• Dental insurance
• Free food & snacks
• Health insurance
• Opportunity for advancement
• Paid time off
• Type:
  Full-time, in-person
• Experience:
  
  Entry Level to Mid-Level
• Functions:
  Administrative
• Reports To:
  
  Director of Tax Services & Director of Accounting Services
• Location:
  
  Honolulu, HI
• Compensation:
  Salary
• FLSA Status:
  Exempt

COMPANY DESCRIPTION

Hi Accounting is a locally staffed accounting and tax firm serving small to medium sized businesses. Our team of accounting and tax professionals work together on multiple clients in various industries. Hi Accounting is a division of The Hawaii Group, Hawaii’s leading business process outsourcing firm. We strongly believe in working personally and directly with our clients, connecting through HiGroup’s core principles of integrity, transparency, and dedicated client service.

Hi Accounting is seeking a Tax & Accounting Operations Admin to join its team. The Tax & Accounting Operations Admin is primarily responsible for the administrative support of the tax and accounting team of Hi Accounting and our sister company, California Accounting & Tax. The Tax & Accounting Operations Admin will assist with tax returns, provide team support, manage CS Practice (firm practice management system), manage billings, and handle a wide variety of administrative duties critical to operational efficiency.

Hi Accounting is ideally looking for a seasoned Administrative Assistant. Previous experience in a CPA firm or legal firm is highly desired. The role is designed for a highly organized and detail-oriented professional who can balance high-volume task execution with process improvement, team support, and a commitment to delivering a seamless, client-focused experience.

The Tax & Accounting Operations Admin reports to the Director of Tax Services and the Director of Accounting Services.

• Client Support & Experience
  • Coordinate the engagement letter process, including drafting, sending, tracking, and filing.
  • Assist with annual engagement letter renewals.
  • Lead the administrative side of onboarding new clients.
  • Develop and maintain strong client relationships by understanding client needs and ensuring consistent communication.
• Team Support
  • Provide scheduling, email, and calendar support to leadership and team members.
  • Support administrative tasks like scanning, printing, mailing, and general document handling.
  • Provide direct support to the team for document handling, including copying, scanning, mailing, and digital file management.
  • Correspond with clients and vendors to schedule in-person, phone, and virtual meetings with professional team members.
  • Assist CEO and managing Directors with various administrative tasks as requested.
• Tax Return Support
  • Manage the e-filing of tax returns and extensions, and mail tax returns as needed.
  • Schedule tax return preparation and review across Hawaii and California offices.
  • Maintain client databases and assist with scheduling coordination and workload tracking.
• Managing CS Practice (firm-wide practice management system)
  • Manage new client set-up.
  • Maintain current and updated database of client information.
  • Save and organize permanent and correspondence documents.
  • Manage engagements and project statuses.
  • Manage document exchange through the “Client Vault/Portal”, including uploading and retrieving files for clients and team members.
  • Help train clients on accessing “Client Vault/Portal” for ease of uploading documents and distributing tax returns to clients.
  • Create, maintain, and send regular management reports.
  • Support periodic data clean-up, client list management, and implementation of new tools as needed.
• Billing, Invoicing & Collections
  • Prepare and send client invoices, including deposits and recurring billing.
  • Track and record hard costs, assist with WIP documentation/reporting, and enter billing data into Sage Intacct (our firm’s accounting system).
  • Follow up on outstanding balances, assist with collections, and maintain the AR aging schedule.
  • Process client payments, including making remote deposits or bank runs as needed.
  • Prepare monthly billing summaries, firm-wide.
• Other
  • Front desk back-up – such as, but…