Receptionist, Office Administrator

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Job description

Support Services Associate

JOB RESPONSIBILITIES:

• Ability to professionally and effectively handle communications with internal personnel, as well as external clients and visitors, providing excellent customer service skills inclusive of upholding strict client and firm confidentiality.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• Assumes responsibility for maintenance of office equipment, including computers, copy machines and phones.
• Ensure reception area is presentable, and ensure all phone calls are answered, screened, and forwarding appropriately.
• Manages and schedules conference rooms with thorough knowledge of details in each room, as well as knowledge of the video and phone conferencing system.
• Provide administrative assistance including composing, typing, or transcribing routine correspondences as required or requested - Engagement Letters, Proposals, Tax Letters, etc.
• Maintains file of correspondence or other records, electronically.
• Provides additional administrative assistance to the Tax Department during busy season.
• Assemble business and individual tax return packages for government filing and track e- filing process.
• Process and mail year-end tax documents to clients, including tax organizers.
• Electronically send tax returns and other documents securely to clients.
• Collect, maintain, update, and take ownership of client information by leveraging CCH Practice Management tools to keep client contact files up to date.
• Process New Client Data Sheets.
• Maintain company files, soft and hard copy alike; perform scanning duties to maintain company client files.
• Manage, organize, and update relevant data using database applications.
• Performs other administrative or office duties as required or as assigned.

QUALIFICATIONS:

• Previous work experience in Public Accounting Firm, preferred.
• Familiar with or willingness to learn basic accounting practices terminology.
• Provide enthusiastic, responsive service to all clients, visitors, and co-workers.
• Superior level of accuracy in work and attention to detail.
• Ability to handle all tasks in a timely manner and have a sense of urgency in a fast-paced professional work environment.
• Expertise in Microsoft Word, Excel, and Outlook. Including a comfort level in learning new computer programs and taking on news tasks for the betterment of the firm's workflow.
• Works with "Support Services Team" to align tasks and priorities with overall goals of firm and create and refine best practices for accomplishing support services tasks.
• Experience ordering and maintaining office supplies.
• The ability to work additional hours during busy season is critical.