Front Desk Administrator

Primary Responsibilities:

• Clients visiting our office and/or contacting the Company by telephone will enjoy an outstanding customer service/hospitality experience via the Administrative Assistant’s positive, professional, and high level of personal service.
• Accounting, Payroll, Tax and Sales employees will receive pro-active administrative and clerical support marked by a high level of personal service, outstanding accuracy, attention to detail, and thoughtfulness.
• You will maintain an exceptionally clean, efficient, well-stocked, and functional business environment for clients and staff

Work Duties:

Customer Service:

• Provide a high level of personal service/professionalism to customers in all interactions
• Answer, screen, and direct incoming telephone calls for the office by the second ring.
• Greet and direct all customers and visitors to the office with a welcoming, warm, friendly and helpful approach
• Assist with customer service or other administrative purposes as directed
• Coordinate and prepare annual engagement letters using Practice CS
• Coordinate and assist in preparation and mailing of annual tax organizers
• Coordinate and assist in the purchase and mailing of annual holiday cards & gifts to clients

Staff Support:

• Provide exceptionally accurate administrative/clerical assistance as requested in a positive, prompt, and thoughtful manner
• Proactively monitor and resolve administrative issues and inquiries in a manner marked by exceptional thoughtfulness, proactive support, and positive attitude.

Office Infrastructure:

• Proactively monitor and maintain appropriate functionality of all office infrastructure
• Maintain reception area, hallways, conference rooms, kitchen and common areas in an extremely clean and organized manner at all times
• Maintain hard copy and electronic filing systems daily
• Keep personal and business file cabinets alphabetized and organized.
• Proactively monitor, maintain, order and stock office and kitchen supplies in a timely manner
• Monitor office equipment and fill/ order supplies as needed including payroll supplies
• Change towels and toilet paper as needed in the bathrooms.
• Water plants at entrance of the building during the summer months
• Shovel entrance to building during snow accumulations.
• Coordinate maintenance of office equipment including all printers
• Monitor problems/potential problems with office infrastructure and keep staff informed of status
• Communicate with landlord regarding general office maintenance requirements
• Take time sensitive mail to the post office as needed and normal outgoing mail to post office at the end of the day

General/Other:

• Documenting the duties of this position in SOPs (Standard Operating Procedures) and assist in getting those SOPs published.
• Follow administrative procedures as detailed in company SOP’s relating to this position
• Provide friendly, clear and concise verbal and written communication in a timely manner
• Seek out ways to be of outstanding service to staff and customers even when no service has been requested
• Manage multiple tasks and prioritize projects
• General administrative duties including copying, scanning, faxing, printing and mailing
• Open, sort, and distribute incoming mail and correspondence timely and accurately
• Draft correspondence as directed
• Coordinate, prepare, mail, and file customer invoices and statements as required

Position-Specific Standards:

• Communicate daily with the Owners and/or Firm Administrator to keep them apprised of progress on daily work, challenges encountered, and other issues as needed.
• Communicate immediately with Managers or Owners as needed regarding any customer or employee complaints or customer relations issues you encounter.