Job Description:

This role is primarily focused on client care and relationship management, followed by administrative and bookkeeping support. We are looking for individuals who genuinely enjoy helping people, communicate warmly, and exercise good judgment when handling client concerns and sensitive information.

Key Responsibilities:

1. Client Relationship Management & Customer Service

• Communicate with clients in a warm, professional, and approachable manner.

• Respond to client inquiries, messages, and requests promptly and accurately.

• Build positive client relationships and ensure clients feel supported and valued.

• Follow up on outstanding requests, pending documents, and unresolved concerns.

• Exercise sound judgment when handling sensitive client situations and escalate issues when necessary.

• Help maintain client satisfaction and strengthen long-term relationships.

2. Communication & Inbox Management

• Monitor and manage email inboxes, messages, and client communications.

• Organize incoming requests and prioritize tasks based on urgency and importance.

• Draft professional emails, follow-up messages, and client correspondence.

• Manage calendars, schedule appointments, and coordinate meetings as needed.

• Ensure important communications receive timely responses and that no follow-ups are missed.

3. Administrative Support & Invoicing

• Assist with daily administrative operations and general office support.

• Prepare, organize, and track invoices and related documentation.

• Support bookkeeping tasks and maintain accurate, organized records.

• Assist with document management, data entry, and file organization.

• Help coordinate internal workflows and ensure administrative tasks are completed on time.

• Maintain confidentiality when handling client records and financial information.

4. Software & Technology Support

• Use Microsoft 365 applications, including Outlook, Teams, Excel, Word, PowerPoint, and OneDrive.

• Work with Google Workspace tools, including Gmail, Google Drive, Google Docs, Google Sheets, and Google Calendar.

• Learn and use accounting, bookkeeping, and tax software, including QuickBooks, Xero, CrossLink, and other company platforms.

• Adapt quickly to new tools, systems, and processes as the company grows.

Qualifications & Desired Qualities:

The ideal candidate should be:

• Client-focused: Genuinely enjoys working with people and providing excellent customer service.

• Warm and personable: Communicates with patience, empathy, professionalism, and respect.

• Proactive:Takes initiative and anticipates needs without constantly waiting for instructions.

• Organized and detail-oriented: Manages multiple priorities and keeps records and communications organized.

• Reliable and accountable: Follows through on commitments and ensures tasks are completed on time.

• Tech-savvy: Comfortable using office applications and learning new software quickly.

• An effective communicator: Writes clearly, responds promptly, and handles client interactions professionally.

• Calm under pressure:Maintains professionalism while managing competing priorities or client concerns.

• Discreet and trustworthy:Handles confidential client, financial, and business information responsibly.

• A team player: Collaborates effectively with colleagues and is willing to learn and grow with the company.

• Previous experience in executive assistance, bookkeeping support, administrative operations, customer service, or client relationship management is an advantage. Experience with accounting or tax-related software is also beneficial.

Tools & Software:

• Microsoft 365: Outlook, Teams, Excel, Word, PowerPoint, and OneDrive

• Google Workspace: Gmail, Google Drive, Google Docs, Google Sheets, and Google Calendar

• Accounting and bookkeeping platforms: QuickBooks and Xero

• Tax software: CrossLink

• Other administrative, communication, and collaboration tools as required

• Candidates should be technologically adaptable and willing to learn additional systems as needed.

Expected Outcomes:

• The successful candidates will help ATAX deliver a better client experience while improving the efficiency and organization of daily operations.

Key outcomes include:

• Timely and professional responses to client inquiries.

• Strong client relationships built through consistent, thoughtful communication.

• Organized inboxes, calendars, records, and administrative workflows.

• Reliable tracking of outstanding requests, documents, invoices, and follow-ups.

• Accurate and timely completion of assigned administrative and bookkeeping support tasks.

• Increased efficiency, accountability, and consistency across daily operations.

• Gradual development into trusted team members who can independently manage routine client communications and responsibilities.

Benefits:
• Paid 30 Business Days of Training + Completion Bonus
• Work-from-Home Opportunity
• Yearly Anniversary Bonus
• 9th-Month and Performance Bonuses
• Emergency Support Program
• Birthday Vacation Bonus
• Access to Continuous Training Resources
• Supportive and High-Performing VA Community
• Weekly Payments
• PhilHealth Reimbursement or HMO Option

Why Join us?

Join Phyllis Song Virtual Dream Team as a Bookkeeper and grow your career in a supportive, family-oriented environment where your skills are valued and your contributions make a difference. Enjoy meaningful work, professional growth, and a team that genuinely believes in work-life balance and your success!