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.