Receptionist

Description

Reports to the Firm Administrator

Major Function: Maintain a high level of client service while assisting clients in person or on the phone.

Nature & Scope of Responsibilities: The receptionist is responsible for greeting clients as they enter the office, for managing the multi-line phone system and for a variety of tasks to support the firm’s operations.

Client service:

• Greet clients as they enter the office for meetings and to drop off or pick up items
• Secure client signatures on returns, route workflows to client approval with Executive Assistant (GFR).
• Answer the multi-line phone system and transfer calls to the appropriate person
• Process incoming items from clients and get them to the correct place or person
• Process incoming return packages from PIC and ensure client contact for pick-up
• Monitor client packages to ensure prompt delivery based on IRS deadlines.
• Monitor conference rooms (outlook) to ensure availability for impromptu client meetings.
• Maintain an orderly cabinet with client pickup packages.

General:

• Daily scanning and electronic distribution of mail; distribution of mail that is not scanned. Date stamp mail.
• Monitor incoming faxes and distribute to appropriate person.
• Process outgoing faxes for staff as requested.
• Monitor incoming [email protected] emails from the website and distribute to the appropriate person
• Place straggling information in red interoffice envelope and place on shelf in scanning area
• Fold and stuff client invoices for mailing twice a month
• Print labels for projects and staff requests
• Event planning for firm
• Check the conference rooms daily to ensure they are clean, organized and ready for client and in-house meetings
• Maintain the gift cards for distribution
• Provide other administrative and operational support as needed.

Requirements

• Experience with multi line phone system
• Excellent verbal and written communication skills
• Attention to detail
• Ability to handle stress under pressure
• Experience with MS Office packages