Staff I Receptionist/Admin

Job summary

This position provides administrative support to accounting and audit staff by managing telephone systems, scheduling appointments, and assisting office visitors. The role also involves maintaining data tracking systems, processing correspondence, and ensuring the confidentiality of client business transactions.

Job details

Summary: With oversight and direction of the Administrative Services Manager, this position is responsible for providing support services to accounting staff, audit staff, bookkeepers, managers, and partners. Interacts with clients in person and on the phone. Essential Duties and Responsibilities: · Operating the firm’s telephone system and directing calls. · Responsible for communicating client requests to staff and partners. · Be courteous, pleasant, and helpful, when dealing with clients and staff. · Receives and assists visitors to the office, serving liquid refreshments to clients or guests on request. · Updating and maintaining data tracking systems, processing & typing correspondence, reports, and miscellaneous items. · Schedules appointments and call to confirm appointments. · Using computer software and relational databases to perform necessary functions. · Scan and save investment statements. · Maintaining adequate supplies of all internal forms and checklists. · Take responsibility for packages left for client pick up. · Maintain the strict confidentiality of the firm’s clients and business transaction. · Performs other duties as assigned. Minimum Qualifications: · Proficiency in Microsoft Office Suite; Google Drive, ShareFile, or similar cloud client portal. · Excellent written and verbal communication skills. · Must be able to communicate clearly and concisely with team members and clients. · Attention to detail. · Ability to prioritize and multitask. · Ability to work in a fast-paced environment with minimal supervision. · Needs to be organized to keep projects on track. Education and Experience: · HS Diploma required. Associate degree preferred. · At least 3 years of experience. Physical/Mental/Visual Demands and Work Environment: · This job is conducted in an office work environment, sitting most of the time, working on a computer. · Must be able to exert up to 20 lbs. of force occasionally. · Some travel may be required. Work Schedule: · Typically, Monday through Friday, 8am-5pm. · Occasionally require evening and weekends.

What you’ll do

This position provides administrative support to accounting and audit staff by managing telephone systems, scheduling appointments, and assisting office visitors. The role also involves maintaining data tracking systems, processing correspondence, and ensuring the confidentiality of client business transactions.

Requirements

Candidates must have at least 3 years of experience and a high school diploma, with an associate degree preferred. Proficiency in Microsoft Office and cloud-based client portals is required, along with strong communication and organizational skills.

Listed skills

• Customer service · Preferred
• Appointment Scheduling · Preferred
• Attention to detail · Preferred
• Multitasking · Preferred
• Communication Skills · Preferred
• Microsoft Office Suite · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Telephone system operation
• Data tracking
• Correspondence processing
• Appointment scheduling
• Microsoft Office Suite
• Google Drive
• ShareFile
• Communication skills
• Attention to detail
• Multitasking
• Confidentiality
• Customer service
• Citrix ShareFile
• Support Services
• Data Version Control (DVC)
• Accounting
• Auditing
• Investments
• Checklists
• Communication
• Relational Databases
• Microsoft Office
• Typing
• Verbal Communication Skills
• Prioritization
• Detail Oriented

Job areas

• Administrative
• Finance & Accounting
• Customer Service & Support
• Receptionist/Administrator
• Receptionist
• Receptionists (general)
• Receptionists and Information Clerks