Admin / Receptionist

Job Description

Job Description

Office Admin / Receptionist

We are seeking a reliable, organized, and client-focused Administrative Assistant to support the daily operations of our accounting firm. This role is essential for ensuring smooth client interactions, accurate document handling, efficient office administration, and strong support for both personal and business accounting services. The ideal candidate will serve as the welcoming first point of contact for clients while managing key behind-the-scenes administrative and client

service tasks.

Key Responsibilities:

Client Service & Reception:

• Serve as the first impression for clients by greeting them warmly and professionally

• Answer phones and schedule appointments (phone, in-person, and Zoom)

• Schedule Zoom meetings via Zoom and send text reminders for upcoming appointments

• Provide appointment support and help maintain a positive client experience

• Ensure the coffee & cake bar is stocked for clients

Document Processing & Client Files

• Check in tax returns and client documents: scan paperwork, pull folders, create projects, and print routing

sheets

• Scan business tax returns and documentation from the Business Operations team

• Bundle personal and business tax returns and related client materials

• Mail out personal and business tax returns and other client documents (including with tracking as needed)

• Check in Tax Authority letters and other official correspondence

• Pull accepted files and close out completed client files

Office Administration & Mail:

• Retrieve mail from the mailbox and sort incoming mail

• Prepare and process outgoing mail, including tracked shipments

• Order office supplies based on the master supply list

• Perform printer maintenance

• Schedule recycle bin pick-up

Billing & Client Account Support

• Create invoices in QuickBooks Online for tax and accounting clients

• Accept payments from clients

Qualifications:

• Strong organizational skills and ability to multitask in a busy professional services environment
• Excellent verbal communication and customer service skills
• High attention to detail, especially when handling confidential client documents
• Proficiency with basic office software, email, scanning equipment, and Zoom
• Experience with or willingness to learn QuickBooks Online
• Professional, reliable, and positive demeanor
• Ability to maintain client confidentiality of client information
• Experience with UltraTax a plus
• Trustworthy

An Accounting Firm who works with Personal Tax payers and small businesses

Company Description

An Accounting Firm who works with Personal Tax payers and small businesses