Receptionist / Office Administrator

Job Description

Job Description

Description:

Receptionist / Office Administrator

Bowman & Company, LLP is seeking a professional, customer-focused Receptionist / Office Administrator to serve as the first point of contact for clients, visitors, and callers while providing administrative support to Partners and professional staff. This position is responsible for creating a welcoming and professional first impression of the Firm, coordinating front office operations, managing incoming communications and mail, assisting with client documentation, and supporting a variety of administrative and accounting-related processes.

Bowman & Company serves family-owned businesses, real estate owners, high-net-worth individuals, farmers and wineries, construction contractors, affordable housing organizations, and nonprofit organizations throughout California. We value our community and seek individuals who have strong connections to the Stockton area and a passion for exceptional client service.

Recognized nationally as one of the Best of the Best top 50 Accounting Firms by Inside Public Accounting and honored by Accounting Today as Best Place to Work, Bowman & Company is committed to providing an exceptional workplace that challenges and motivates employees, recognizes outstanding performance, and promotes teamwork, professional growth, and long-term success.

Front Office Operations

· Serve as the first point of contact for clients, vendors, and visitors by providing professional, courteous, and responsive customer service.

· Answer, screen, and direct incoming telephone calls.

· Greet clients and visitors and notify staff of their arrival.

· Maintain a clean, organized, and professional reception area and conference rooms.

· Manage conference room reservations and scheduling.

· Open and close the office following established daily procedures.

· Receive, sort, distribute, and process incoming and outgoing mail, packages, certified mail, overnight deliveries, and courier services.

· Coordinate visitor sign-in procedures and maintain front office security protocols.

· Monitor office supplies for reception and common areas and coordinate replenishment as needed.

· Assist with office hospitality including beverage service and conference room preparation for client meetings.

Administrative Support

· Prepare engagement letters and client correspondence.

· Assist Office Admin Staff with filing tax extensions and tax estimate vouchers.

· Prepare, edit, format, proofread, and distribute professional documents using Microsoft Word, Excel, and Adobe Acrobat.

· Assist Office Administrators with financial statements preparation. 

· Scan, copy, file, and electronically organize client documents.

· Assemble tax returns, financial statements, and presentation materials for client delivery.

· Maintain accurate client records within the Firm's practice management systems.

· Support year-end organizer and engagement letter distribution.

· Assist with GoFileRoom workflow management, including engagement letters, extensions, tax returns, and related processes.

· Assist with ProSystem fx Tax processing for federal and state tax filings.

· Provide backup support for bank deposits, monthly billing statements and Accounts Payable functions.

· Perform other administrative duties and special projects as assigned.

Office Coordination

· Coordinate office communications between departments.

· Assist with meeting preparation and administrative support for internal events.

· Maintain office forms, templates, and administrative procedures.

· Help identify opportunities to improve office processes and efficiencies.

· Maintain confidentiality of client and Firm information at all times.

Requirements:

Knowledge, Skills & Qualifications

· Minimum of two years of experience as a Receptionist, Administrative Assistant, or Office Administrator; experience in a CPA or professional services firm preferred.

· Excellent customer service and interpersonal communication skills.

· Professional telephone etiquette and experience operating multi-line phone systems.

· Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat.

· Excellent grammar, spelling, proofreading, and business writing skills.

· Ability to type at least 50 words per minute.

· Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines.

· High degree of accuracy and attention to detail.

· Comfortable working with numbers and verifying calculations.

· Ability to maintain confidential client information.

· Ability to work independently while contributing effectively as part of a team.

· Experience with GoFileRoom, Practice CS, and ProSystem fx Tax preferred.

· Ability to communicate professionally with clients, vendors, staff, and Partners.

· Ability to adapt to changing priorities in a fast-paced professional environment.

· Willingness to work additional hours during busy tax season when needed.

Physical Requirements

· Ability to sit, stand, and walk throughout the workday.

· Ability to occasionally lift or carry up to 25 pounds.

· Frequent use of computers, telephones, printers, and other office equipment.

· Ability to assemble tax returns and client documents requiring repetitive hand movement.

Why Join Bowman & Company?

· We are not your typical CPA firm! We offer competitive compensation, excellent benefits including health, dental, and retirement contributions of up to 10%, and a family-friendly culture that supports flexibility, professional development, and long-term career growth. If you are motivated, professional, and looking for an opportunity to build your career with a respected and nationally recognized accounting firm, we encourage you to apply.