Client Success Specialist / Administrative Assistant

Location: Remote (LATAM preferred)
Type: Part-Time (with availability during business hours)
Reports To: Firm Owner / Managing CPA

About the Role

Orange Accounting is a growing CPA firm based in Aventura, FL, serving small businesses and entrepreneurs with bookkeeping, tax, and advisory services.

We are looking for a Client Success Specialist / Administrative Assistant to act as the organized and reliable backbone of our client experience. This role combines client communication, document management, and administrative coordination to ensure smooth day-to-day operations and a high level of client satisfaction.

This is a part-time role in terms of workload, but requires consistent availability during business hours to respond to client needs in a timely manner.

Key Responsibilities

Client Communication & Customer Service

• Serve as the first point of contact for clients via email and phone.

• Respond to client inquiries in a timely and professional manner:

  • Urgent matters: same-day response (during working hours)

  • Non-urgent matters: within ~12 hours

• Handle occasional inbound calls (low volume, approx. 10–20 per week), including taking messages and scheduling callbacks.

• Follow up with clients on outstanding documents, missing information, and upcoming deadlines.

• Maintain a friendly, proactive, and supportive tone in all interactions.

Document Management & Administrative Support

• Download financial documents (bank statements, credit cards, payroll, etc.) from client portals.

• Organize, label, and upload documents into the firm’s cloud storage system in a timely manner (typically within hours of receipt).

• Notify the assigned bookkeeper when new documents are available.

• Manage document flow between clients and the internal team to ensure nothing falls through the cracks.

• Prepare and send engagement letters, proposals, and other documents for review and signature.

• Assist with onboarding new clients (document collection, folder setup, and coordination with the accounting team).

Office & Operations Support

• Maintain and update client records in CRM or internal systems.

• Track deadlines, follow-ups, and recurring tasks.

• Assist with scheduling meetings (clients and internal team).

• Participate in occasional internal meetings (via Google Meet) to review progress, client status, and monthly close updates.

• Support general administrative tasks and light data entry.

Qualifications

Required

• Strong written and verbal communication skills in English (Spanish is a plus).

• Excellent organizational skills and attention to detail.

• Strong computer skills: comfortable working with email, Google Drive/Dropbox, and basic office tools.

• Ability to download, organize, and manage files efficiently.

• Professional phone presence and customer-service mindset.

• High level of reliability, responsiveness, and accountability.

• Ability to handle confidential information with discretion.

Preferred (Nice to Have, Not Required)

• Experience in administrative roles, customer support, or professional services.

• Experience working remotely or with U.S.-based clients.

• Familiarity with accounting environments or tools (QuickBooks, etc.) — not required.

What We Offer

• Flexible, remote-friendly work environment.

• Part-time workload with consistent, predictable responsibilities.

• Supportive small team with direct exposure to leadership.

• Opportunity to grow within a fast-growing accounting firm.

• Competitive compensation based on experience.