Overview
Administrative Assistant Jobs in Gainesville, FL at Pivot, CPAs
Administrative Assistant
Gainesville, FL | Full-Time | On-Site
Pivot CPAs is seeking a dependable, detail-oriented Administrative Assistant to support day-to-day office operations in our Gainesville office. This role is central to keeping the office organized, responsive, and running smoothly through front-office support, administrative coordination, and hands-on operational assistance for partners, staff, and clients.
In addition to Gainesville office support, this role will periodically provide administrative and processing assistance to our Ponte Vedra Beach office as needed.
The ideal candidate is organized, professional, and comfortable handling a variety of administrative responsibilities in a fast-paced professional office. This role is best suited for someone who is reliable, present, accountable, and takes pride in supporting others and maintaining a well-run office.
What You’ll Do
- Provide front-office and administrative support for the Gainesville office
- Greet visitors, manage incoming calls, and respond to general inquiries professionally
- Draft and respond to routine emails and correspondence
- Prepare, format, scan, file, and organize documents (digital and physical)
- Coordinate client document intake, routing, and workflow
- Support meeting logistics, conference rooms, and in-office activities
- Order office supplies, track inventory, and coordinate with vendors
- Provide general administrative support to partners, managers, and staff
- Assist with billing and invoicing support as needed
- Scan and process individual tax documents (including 1040s) locally
- Learn and perform intern-level processing tasks as needed
- Handle mailing, scanning, and document workflow intake
- Track outstanding items and follow up as directed, escalating when appropriate
- Provide cross-office administrative and document processing support for the Ponte Vedra Beach office, including scanning, workflow intake, and other support tasks as needed
What We’re Looking For
- Associate’s degree or higher in Business, Communications, or a related field preferred
- Prior experience in an administrative or office support role preferred
- Proficiency in Outlook, Word, Excel
- Experience with Dynamics 365 is a plus
- Strong organizational skills and attention to detail
- Clear, professional written and verbal communication
- Comfortable learning new technology and systems
- Dependable, team-oriented, and professional
Why Pivot CPAs
Pivot CPAs is a growing public accounting firm that values teamwork, organization, and people who take pride in supporting a high-performing office. As a member of the BDO Alliance USA, we offer the personalized service of a local firm with the resources of a national network.
We offer:
- Competitive compensation
- Medical, dental, and vision insurance
- 401(k)
- 15 days PTO plus 12 paid holidays (including the week of July 4th off)
- A collaborative, inclusive, and positive firm culture
If you’re looking for a stable, administrative-focused role where your contributions truly matter, we’d love to hear from you.
Pay: From $50,000.00 per year
Benefits:
- 401(k)
- Health insurance
- Health savings account
- Paid time off
Application Question(s):
- How comfortable are you learning and adopting new technology?
Location:
- Gainesville, FL 32608 (Preferred)
Ability to Commute:
- Gainesville, FL 32608 (Preferred)
Work Location: In person
Title: Administrative Assistant
Company: Pivot, CPAs
Location: Gainesville, FL
