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Front Office Administrator (Charlotte, MI)

Front Office Administrator (Charlotte, Michigan)


The Office Administrator is the face of Valley Oak. In this fast-paced, in person role, you are responsible for welcoming clients and guests, coordinating meetings, answering phone calls, and controlling correspondence. The Office Administrator is responsible for managing the inflow of tax documents from clients and the outflow of finalized tax returns, among other administrative projects and tasks to deliver great customer service to our clients.

About Us:

Valley Oak is a full-service financial services firm with a three-pronged approach. We operate and manage a full-service CPA firm, Investment and Advisory firm, and Insurance Firm. Our niche is working with business owners to create a customized plan to lower income taxes, optimize personal wealth, and minimize wealth transfers.


  • 2+ years of office administrative experience
  • Tax Season administrative experience is a plus
  • Accounting experience is a plus
  • Thomson Reuters product experience is a plus

Qualities & Characteristics:

For the Office Administrator to be successful, they should display a welcoming and inviting presence, be organized, detailed oriented, and have the desire and ability to work in a fast-paced environment. This person should also exhibit a great deal of team collaboration and desire to pick up projects and tasks to assist other team members.  

Functional Responsibilities:

  • Responsible for answering phone calls, directing calls, taking messages
  • Manage follow up and follow through for all client and vendor related inquiries
  • Greet and communicate with clients in person
  • Execute client requests on a swift timeline
  • Responsible for sending and receiving faxes
  • Maintain a clean and welcoming office environment
  • Maintain any building responsibilities (signage, landscape vendors, window cleaning vendor, security system, etc.)
  • Responsible for stocking office supplies, and has a system and process in place to ensure the office is fully stocked
  • Responsible for stocking breakroom and bathroom supplies
  • Receives paperwork and other confidential documents from clients
  • Handles all scanning of paper documents into electronic system
  • Proficient in processing and sending mail via USPS, FedEx, & UPS
  • Proficiently manage incoming mail and distribute to owner and staff as needed
  • Manage client changes and updates in CRM program
  • Process personal and business tax returns that are ready for shipping and or in person delivery
  • Process personal and business tax returns for e-delivery
  • Move between several different platforms and software efficiently
  • Handle one-off misc. tasks


This is a full-time, onsite position in Charlotte, Michigan.


  • Health Insurance premiums paid by Valley Oak
  • 401(k) with Employer Match
  • Nine Paid Holidays
  • Two Weeks Accrued Vacation
  • One Week Accrued Sick Leave
  • Paid day off for your Birthday
  • Quarterly Bonuses

If interested in applying for this position, send your resume to