Front Desk Coordinator

Job Description

Job Description

Operations Coordinator - Full Time – CPA or Investment Firm Experience

Madrona Advisory Group, an established, local CPA & Wealth Management firm headquartered in Everett, has an immediate opportunity for an Operations Coordinator to join their team. The firm is committed to providing clients a comprehensive suite of financial services that includes tax, investment, insurance and estate and trust services. The Operations Coordinator plays an integral role in providing an excellent client experience, performing both client-facing tasks and back-office to ensure the smooth running of the firm. If you have a passion for customer service and performing high quality work, apply today.

Primary responsibilities include :

• Front office management – answer phones, greet guests, process/distribute mail, tidy and keep stocked reception area, copy centers, conference rooms and kitchen areas.
• Make outgoing calls to clients regarding material pick-up and/or follow-up for lead calls.
• Collect payments for invoices.
• Data Management – add new client data and update current client data for accuracy.
• Processing support – process incoming and outgoing documents, type correspondence accurately, and proofread others documents as requested.
• Order, receive, stock, and distribute office supplies.
• Support company operations by maintaining office systems and supervising temporary or part-time help.
• Coordination of meetings, outlook calendar maintenance, conferences, firm team building events, and other appointments as requested.
• Correspondence support – Open, date and distribute incoming mail; process outgoing mail; Compile and deliver tax documents to clients; and oversee system to release tax returns to the IRS.
• Other administrative tasks as requested such as clerical duties including faxing, filing, scanning, typing, creating and editing documents, running errands, etc.
• Maintain project tracking system and client database.
• Generate client invoices and oversee accounts receivable.
• Coordinate tax documents retrieval through various electronic and paper formats.
• Must be willing and able to work overtime, which can include weekends during tax seasons (January – April).
• The ideal candidate will have strong administrative experience, excellent organization skills, attention to detail, and a natural client service orientation.

Requirements:

• Minimum two years of office administration/support experience (CPA or Investments Firm experience preferred)
• Proficient in Microsoft Office Suite including Excel, Word, Outlook and Teams. Experience working with databases is a must. Must be efficient, organized, able to multi-task, and have excellent attention to detail and follow-through.
• Excellent customer service skills.
• Strong communication (verbal and written) and listening skills.
• Able to maintain strict confidentiality.
• A team player with a growth mindset (lifelong learner).
• Valid Washington Driver’s License (personal use of vehicle for errands and post office)

The hourly rate for this role is $25 - $35 per hour depending on experience.

The firm offers the following benefits to employees’ 1st of the month following the date of hire:

• Medical, Dental, Vision, Life/AD&D, Long Term Disability and Employee Assistance Program (EAP).
• We pays the full/total premiums for the plans for employees and children under the age of 21! You may add other dependents on a self-pay basis.
• Optional participation in Health Savings Account (HSA) and Flexible Spending Accounts (FSA).
• After four months, you’re eligible to participate in the Firm’s safe harbor 401k program with company match.
• PTO accrual of 4.923 hours each pay period or approximately 128 hours per year, which increases in year 6 with the firm.
• Holiday pay is offered for 8 holidays per year.

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