Job Description

Job Description

Job Description

Position Summary:

As a key member of our CPA firm, the Receptionist / Administrative Assistant is responsible for ensuring the smooth and efficient operation of daily front-office activities. This role involves managing reception duties, providing comprehensive administrative support to the Management Team, and serving as a friendly and professional first point of contact for clients. The ideal candidate will possess exceptional interpersonal and organizational skills, discretion, and thrive in a fast-paced, client-oriented environment.

Key Responsibilities:

Reception Duties:

• Greet and welcome clients, visitors, and guests in a professional and courteous manner while directing them appropriately, notifying company personnel of arrival.
• Answer and direct incoming calls; take accurate messages when necessary.
• Manage the reception area to ensure a clean, welcoming, and professional environment.
• Schedule and confirm appointments and meetings.

Administrative Support:

• Assist with document preparation, formatting, and proofreading, including client letters, tax forms, and engagement agreements.
• Scan, copy, file, and organize physical and electronic documents.
• Maintain office supplies inventory and place orders as needed.
• Handle incoming and outgoing mail.
• Support the Management team with data entry, client follow-ups, and scheduling.
• Assist in assembling tax returns and client financial documents in accordance with firm procedures.
• Research and compile materials needed for meetings, calls projects, etc.
• Coordinate travel arrangements and travel itinerary for management as per requested.
• Coordinate in-house meetings, including conference room set-up, food and beverage etc.
• Maintain client files, contacts database and record keeping needs for organization
• Prepare monthly status reports
• Any other task assigned by management

Qualifications:

• Associate degree or equivalent in knowledge and experience.
• Minimum of 2 years of experience in an administrative or front-desk role, preferably in a professional service or accounting environment.
• Proficiency in Microsoft Office (Word, Excel, Power Point, Outlook, Teams), Canvas; familiarity with Adobe Acrobat and document management systems is a plus.
• Excellent verbal and written communication skills.
• Strong attention to detail, time management, and organizational skills.
• Ability to work independently and collaboratively within a team.
• Bilingual (English/Spanish) required.

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