Client Services Coordinator

Essential Responsibilities

Reception & Front Desk

·      Serve as the primary receptionist and welcoming face of accounting firm.

·      Greet clients, visitors, candidates, vendors, and other guests in a friendly and professional manner.

·      Answer, screen, and direct incoming telephone calls.

·      Respond to general inquiries and direct questions to the appropriate staff member.

·      Manage the reception area and ensure it remains clean, organized, and professional.

·      Monitor and manage visitors entering the office.

·      Receive and distribute mail, packages, deliveries, and other correspondence.

·      Coordinate outgoing mail and shipping as needed.

·      Maintain visitor and appointment awareness.

·      Offer refreshments and provide appropriate hospitality to clients and visitors.

·      Assist with meeting room scheduling and preparation.

·      Maintain office calendars and coordinate appointments as assigned.

Client Service

·      Provide a high level of customer service to clients and visitors.

·      Assist clients with general requests and ensure questions are directed to the appropriate team member.

·      Receive client documents and packages and ensure they are routed appropriately.

·      Assist with client document drop-off and pickup procedures.

·      Help coordinate client meetings and appointments.

·      Support a positive, professional client experience from arrival through departure.

·      Maintain confidentiality when handling client and Firm information.

·      Build positive relationships with clients while maintaining appropriate professional boundaries.

Administrative Support

·      Provide administrative assistance to Firm leadership and staff as assigned.

·      Assist with scanning, copying, filing, printing, mailing, and document preparation.

·      Assist with maintaining electronic and physical files.

·      Order and maintain office, kitchen, and reception supplies.

·      Monitor office supply inventory and manage replenishment needs.

·      Assist with scheduling meetings, coordinating events, and preparing meeting materials.

·      Assist with employee events, Firm functions, and special projects.

·      Support administrative processes and projects during tax season and other busy periods.

·      Perform other administrative duties as assigned.

Firm Culture & Team Support

·      Represent the Firm in a manner consistent with firm professional standards and culture.

·      Demonstrate a positive, helpful, and team-oriented attitude.

·      Work collaboratively with administrative, tax, accounting, and leadership teams.

·      Maintain professionalism and composure during periods of high activity.

·      Be proactive in identifying ways to improve the client and employee experience.

·      Contribute to a welcoming and positive workplace environment.

·      Demonstrate flexibility and willingness to assist wherever needed.

Qualifications

Required:

·      High school diploma or equivalent.

·      Previous experience in reception, administrative support, customer service, hospitality, or a related role.

·      Excellent verbal and written communication skills.

·      Strong interpersonal and client service skills.

·      Professional and polished demeanor.

·      Strong organizational and time-management skills.

·      Ability to manage multiple tasks and priorities.

·      Proficiency with MS 365 Suite, Google Suite, Teams and other standard office technology.

·      Ability to maintain confidentiality and exercise sound judgment.