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Ramirez Accounting Service, LLC is seeking a professional, organized, and client-focused Front Office Administrator and Texas Notary Public to manage the firm’s front desk and support day-to-day administrative operations.
This individual will serve as the first point of contact for clients, visitors, vendors, and prospective clients. The position requires excellent communication skills, discretion, attention to detail, and the ability to manage confidential financial and personal information.
Because the firm frequently handles tax filings, payroll matters, financial documents, entity records, authorizations, and other documents requiring signatures or notarization, the ideal candidate will have prior Texas notary experience and strong document-handling skills.
Primary ResponsibilitiesFront Desk and Client ServiceWelcome clients and visitors in a professional, courteous, and confidential manner.
Answer, screen, and route incoming telephone calls to the appropriate department or team member.
Respond to general client questions and direct technical tax, accounting, payroll, legal, and financial questions to the appropriate professional.
Manage client arrivals, appointments, document drop-offs, pickups, and signature requests.
Maintain a clean, organized, and professional reception and client waiting area.
Assist Spanish-speaking and English-speaking clients, when applicable.
Provide clients with general information regarding the firm’s services, processes, office hours, and document-submission procedures.
Notify team members promptly when clients, vendors, or scheduled visitors arrive.
Schedule and confirm client appointments for tax, bookkeeping, payroll, advisory, and administrative matters.
Coordinate meetings between clients and the appropriate firm department.
Maintain accurate appointment information, including the purpose of the meeting and any required documents.
Send appointment reminders and follow up with clients regarding missing information.
Assist with scheduling internal meetings, conference rooms, and virtual meetings.
Help manage calendars during tax season and other high-volume periods.
Receive, date-stamp, scan, upload, label, and route client documents to the appropriate department.
Assist clients with the administrative portion of completing intake forms, document checklists, and authorizations.
Verify that forms are signed and administratively complete before submitting them to the appropriate team member.
Coordinate electronic and physical signatures on tax forms, payroll documents, engagement letters, entity documents, and other firm records.
Track documents that require client signatures, notarization, pickup, mailing, or follow-up.
Maintain secure handling of Social Security numbers, tax records, payroll information, identification documents, banking information, and other confidential data.
Follow the firm’s document-retention, privacy, and cybersecurity procedures.
Properly distribute incoming mail, certified mail, IRS correspondence, Texas Comptroller correspondence, and other government notices.
Perform lawful notarial acts for firm clients and authorized business purposes in accordance with Texas law.
Verify the identity of signers using acceptable identification.
Confirm that signers are appearing voluntarily and understand that the notary is not providing legal advice.
Complete notarial certificates accurately and maintain all required notary records.
Maintain control and security of the notary seal, journal, commission, and related supplies.
Track the expiration date of the notary commission and complete renewals timely.
Collect and document notary fees when applicable and authorized by the firm.
Decline notarization when identification, signer presence, document completeness, willingness, or other legal requirements are not satisfied.
Refrain from selecting legal documents, preparing legal instruments, interpreting legal language, or advising clients regarding the legal effect of a document.
Prepare routine correspondence, appointment confirmations, document-request notices, mailing labels, cover sheets, and client communications.
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