Administrative Front Desk Coordinator

3 weeks ago

Coral Gables, Florida, United States Interaction24,LLC Full time

Job Title: Administrative Front Desk Coordinator

Location: Onsite

Job Overview

Interaction24, LLC is seeking a professional and friendly Administrative Front Desk Coordinator to provide a welcoming atmosphere for visitors and clients. The ideal candidate should have excellent organizational skills and a pleasant personality to ensure the front desk runs smoothly.

Responsibilities

  • Greeting Clients: Welcome clients as they arrive and direct them to the appropriate person or meeting room.
  • Phone Management: Answer incoming calls and direct them to the relevant staff in a professional manner.
  • Appointment Scheduling: Assist with scheduling client appointments and manage the conference room calendar.
  • Document Handling: Organize documents, files, and correspondence, including handling sensitive financial information with discretion.
  • Data Entry: Input and update client information and appointment details into the firm's database or CRM system.
  • Mail Management: Handle incoming and outgoing mail and packages, including sorting and distributing them to the appropriate personnel.
  • Supplies Management: Monitor and maintain office and kitchen supplies, ordering replacements as needed.
  • Facility Management: Ensure the reception and kitchen area is clean, organized, and presentable.
  • Support for Staff: Assist with various tasks for the accounting staff, such as preparing documents, making copies, scanning, closing out projects, and managing meeting logistics.
  • Client Records: Maintain accurate records of clients, ensuring confidentiality and compliance with privacy regulations.
  • Confidentiality: Handle all client and firm information with the utmost confidentiality and adhere to privacy regulations.
  • Professional Appearance: Maintain a professional demeanor and appearance, representing the firm's image positively.
  • Problem Resolution: Address and resolve any issues or concerns clients might have or escalate them to the appropriate staff member.
  • Event Coordination: Assist with the planning and organization of firm events, meetings, or seminars.

Experience

Prior experience in a CPA or law firm is preferred.

Proven work experience as a receptionist, front office representative, or similar role is required.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) is necessary.

Demonstrated ability to manage multiple tasks efficiently and prioritize effectively is essential.

Experience requiring accuracy and attention to detail is required.

Hand-on experience with office equipment (e.g., printers, scanners) is necessary.

Professional attitude and appearance are required.

Solid written and verbal communication skills are necessary.

Ability to be resourceful and proactive when issues arise is essential.

Excellent organizational skills are required.

Multitasking and time-management skills with the ability to prioritize tasks are necessary.

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Life insurance
  • Paid time off
  • Vision insurance

Schedule:

  • 8 hour shift
  • Monday to Friday

Ability to Relocate:

  • Coral Gables, FL 33134: Relocate before starting work (Required)

Remote Work:

No

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