Front Office Coordinator

Responsibilities:

· Promote exceptional quality service on behalf of the firm through quick, courteous and efficient phone answering and processing of calls.

· Receive guests in a professional and warm demeanor.

· Operate telephone system as required.

· Assist with sending out inbound engagement agreements requests.

· Exercise discretion and independent judgement when handling client tasks.

· Assist in scheduling and rescheduling appointments.

· Respond to all inbound emails.

· Receive and route all incoming fax communications upon receipt.

· Relay messages to the appropriate team member and ensure a timely follow-up.

· Confirm appointments with clients and send reminders.

· Coordinate client resolution with Client Service Manager.

· Maintain conference room.

· Assist in acting as building maintenance liaison; maintain office tidy ensuring there are no dishes in sink at end of each day, cleaning out refrigerator on Fridays,

· Maintain log of kitchen and lobby supplies.

· Keep clients service area clean and refilled.

· Provide administrative support with copying, scanning, and printing.

· Follow up on inbound inquiries.

· Ensure that all inbound leads are touched and scheduled.

· Call and speak to potential clients.

· Prepare and send out mail as well as maintain internal mail log.

· Collect and distribute mail and packages.

· Assist in preparing annual tax engagement agreements.

· Ensure proper functioning of office equipment and coordinate repairs or maintenance when necessary.

· Provide clients with accurate and helpful information, demonstrating a commitment to excellent customer service.

· Assist Senior Front Office Coordinator and Firm Operations Manager as needed.

Knowledge, Skills and Abilities

· Excellent punctuality, attendance, listening skills, and attention to detail.

· Ability to communicate over the phone, text, email, etc.

· Must be able to think independently and use professional judgement.

· Ability to empathize with clients, demonstrate patience and handle difficult complaints, escalations and delicate situations.

· Demonstrate attention to detail and the ability to wear many hats.

· Confident, forward-thinker with exceptional interpersonal skills and a proven ability to establish an instant rapport with clients and all levels of management and staff.

· Working knowledge of MS Office Suite (Outlook, Word, Excel and PowerPoint).

· Knowledge of office equipment (phone system, fax machine, copier and postage meter).

· Willingness to learn, be proactive and mindful of the needs of others.

· Strong organizational and multitasking abilities.

Minimum Qualifications:

· At least four years progressive experience in a corporate environment with direct client contact.

· College Degree in Business Administration preferred .

· Professional appearance and demeanor.

· Experience with general office support, scanning, photocopying and receptionist coverage.

Job Type: Full-time

Pay: $23.00 - $24.00 per hour

Expected hours: 40 per week

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Customer Service: 1 year (Preferred)

Work Location: In person