Office Administrator & Client Experience Coordinator

Job Description

Job Description

About the Position

We are looking for a friendly, organized, and proactive Office Administrator & Client Experience Coordinator to be the welcoming face of our Boca Raton office.

This person will play an important role in creating a positive experience for both our clients and our team. From greeting visitors and answering phones to coordinating office schedules, managing documents, and supporting our technology systems, you'll help ensure our office operates smoothly and efficiently.

We're looking for someone who genuinely enjoys helping people, takes pride in keeping things organized, and notices the little details that make an office a great place to work and visit.

Key Responsibilities

Client Experience & Front Office

• Serve as the first point of contact for clients, visitors, and employees, creating a warm, welcoming, and professional environment.
• Answer and direct incoming phone calls, take accurate messages, and assist with general inquiries.
• Greet clients arriving for appointments and coordinate with the appropriate team members.
• Receive client documents and ensure they are handled securely and delivered to the appropriate staff.
• Help maintain a positive, service-oriented office culture.

Office Operations & Coordination

• Oversee the day-to-day administrative operations of the Boca Raton office.
• Maintain office calendars, conference room reservations, and meeting schedules.
• Coordinate office meetings, visitor appointments, and other scheduling needs.
• Keep office supplies, snacks, beverages, and shared spaces stocked, clean, and organized.
• Monitor inventory and coordinate orders for office supplies and refreshments.
• Assist with coordinating vendors, maintenance requests, deliveries, and general office needs.
• Support administrative needs across other firm locations as requested.

Document Management & Administrative Support

• Scan, upload, label, and organize client documents within the firm's document management system.
• Ensure documents are properly filed and easily accessible to authorized team members.
• Assist staff with document preparation, scanning, printing, and electronic filing.
• Maintain confidentiality and follow firm procedures for handling sensitive financial and personal information.
• Assist with general administrative projects and tasks as needed.

Software & Technology Coordination

• Assist with the administrative management of the firm's software platforms and systems.
• Help coordinate employee software access, account setup, and user permissions under established procedures.
• Maintain organized records of software subscriptions, licenses, and user assignments.
• Assist with onboarding and offboarding administrative checklists related to technology access.
• Coordinate with internal leadership and external IT support to resolve routine technology and software requests.
• Help ensure staff have access to the systems and resources they need to work efficiently.

What We're Looking For

• A friendly, positive, and professional personality with a genuine desire to help others.
• Strong organizational skills and excellent attention to detail.
• Excellent verbal and written communication skills.
• The ability to manage multiple priorities while remaining calm and approachable.
• A proactive mindset — someone who sees what needs to be done and takes initiative.
• Comfort working with computers, Microsoft Office, calendars, and cloud-based software.
• Willingness to learn new systems and processes.
• Strong discretion when handling confidential client and employee information.
• Reliability, professionalism, and a team-first attitude.

Preferred Qualifications

• Previous experience in office administration, front desk coordination, or administrative support.
• Experience in a CPA firm, professional services firm, or similar office environment is a plus, but not required.
• Familiarity with document management systems and business software.
• Experience coordinating schedules, vendors, and general office operations.

What Success Looks Like

• Clients and visitors consistently feel welcomed and well cared for.
• Employees have an organized, comfortable, and well-supported office environment.
• Documents are scanned, organized, and routed accurately and promptly.
• Calendars, conference rooms, and office resources are managed efficiently.
• Administrative and software-related requests are handled proactively.
• The office runs smoothly because someone is consistently paying attention to the details.

Why Join Our Team?

We believe a great office environment makes a meaningful difference in how our employees work and how our clients experience our firm.

This is an opportunity to become an important part of our team, take ownership of the office experience, and contribute to a growing professional services organization.

If you're someone who loves helping people, enjoys creating order, and takes pride in making a workplace run smoothly, we'd love to hear from you.

Wiley is growing, and our Tax practice is an important part of that growth.

We provide businesses and individuals and trusts and estates with accounting, controller, CFO, tax, and advisory support, giving our team exposure to challenges that accountants don't always get to experience in a traditional accounting position.

Company Description

Wiley is growing, and our Tax practice is an important part of that growth.We provide businesses and individuals and trusts and estates with accounting, controller, CFO, tax, and advisory support, giving our team exposure to challenges that accountants don't always get to experience in a traditional accounting position.