Front Desk Administrative Assistant

Job Description

Job Description

Who We Are

Since 1980, Swink Coplen & Company, P.C. has provided comprehensive accounting, tax, and consulting services throughout the St. Louis metropolitan area. We pride ourselves on staying progressive in technology and industry practices while remaining grounded in the core values of integrity, professionalism, responsiveness, and exceptional client service.

 

We have built a reputation for excellent service and long-lasting relationships, which begin the moment a client walks through our doors or picks up the phone.

 

The Role

Swink Coplen & Company is seeking a warm, welcoming, and highly organized Front Desk Administrative Assistant to join our growing firm. As the first point of contact for our clients, vendors, and guests, this person serves as the true “Director of First Impressions” for the firm, setting the tone for every visit and every call.

 

The ideal candidate is more than an administrative professional. They are proactive, a natural problem-solver, and a dependable team player who takes pride in creating a positive, professional experience for everyone who walks through our doors. This individual will provide clerical and administrative support to partners, managers, and staff while helping to maintain a friendly and organized front office.

 

Here, you will have the opportunity to make a positive impact on our clients and guests, contribute meaningfully to our firm culture, and be a part of our continued growth and success.

 

Responsibilities & Essential Functions

 

Front Desk & Client Experience

• Open and close the office each day, keeping our lobby, conference rooms, and front entrance clean and guest-ready
• Greet clients, vendors, and guests with a warm and friendly welcome
• Manage a busy multi-line phone system and route calls to the correct staff
• Set up and manage conference rooms for meetings throughout the day
• Receive deliveries and manage incoming and outgoing mail, packages, and shipments (USPS, UPS, FedEx, certified mail)

 

Office & Facilities

• Keep the kitchen, supply areas, and common spaces stocked, clean, and organized
• Order office and kitchen supplies, and keep printers and workstations stocked
• Maintain office equipment, coordinating with vendors on repairs and supply orders as needed
• Manage courier and shipping needs

 

Busy/Tax Season Support

• Scan and organize tax documents, assemble completed returns, and process returns for delivery
• Prepare and send client tax organizers and other seasonal mailings
• Keep busy season materials stocked and ready

 

Records & Client Account Support

• Scan and file engagement letters, bank statements, and other client records
• Provide administrative and data-entry support for select client accounts across our accounting and practice management platforms
• Process client payments, manage deposits, and support day-to-day recordkeeping
• Assist remote team members with computer needs and document scanning as needed

 

Firm Culture & Team Support

• Help plan and run firm-wide meetings and events, from ordering lunch to setup and cleanup
• Celebrate our team with birthday, work anniversary, and milestone celebrations
• Manage the monthly client newsletter
• Support new-hire onboarding with welcome gifts, desk setup, and updating directories
• Track CPE credits and CPA license renewal dates for our team
• Jump in on special projects as needed

 

Requirements

• Associate’s degree, 3-5 years of experience in a professional services environment, or an equivalent combination of education and experience
• Must be available to work in office, Monday through Friday with occasional hours on Saturdays through busy season (March-April)
• Demonstrate a strong desire to learn new procedures and grow in position
• Ability to lift, move, and maneuver items of 20lbs or more
• Ability to manage multiple projects simultaneously under minimal supervision
• Excellent written and verbal communication skills
• Highly organized and detail-oriented
• Intermediate knowledge of Microsoft Office products, such as Outlook, Word, and Excel

Who You Are

 

The ideal candidate is:

 

• Genuinely excited to be the first face and voice our clients and guests encounter
• Proactive, resourceful, and comfortable solving problems independently
• A collaborative team player who supports partners, managers, and staff alike
• Friendly, personable, and comfortable working with a diverse range of clients and colleagues
• Organized and dependable, able to juggle multiple priorities with a positive attitude
• Energized by a fast-paced front office environment, especially during busy season

 

Benefits

At Swink Coplen & Company, we value our people and recognize that our team is our greatest asset. We believe in supporting both professional success and personal well-being.

 

Benefits include:

 

• Competitive salary and annual performance bonus
• Comprehensive health, dental, and vision coverage
• Health reimbursement arrangement for deductible expenses
• Generous PTO
• Profit sharing and 401(k) matching
• Time allotted for charitable and civic involvement
• Firm-sponsored activities and events
• Half-day Fridays from Memorial Day to Labor Day
• 8 paid holidays
• Flexible work-life integration
• Numerous additional benefits that make Swink Coplen a wonderful place to build a career