Receptionist & Client Service Coordinator

Description

Team member will perform a variety of clerical and administrative tasks to support operations. Role is client-facing and requires excellent communication and organization skills to ensure a positive experience for visitors and callers. Responsible for providing support to the Owner Operated-Whatcom Tax Team. Completes assigned billable work and invoices clients WIP for the team. Manages a set of clients. 

CORE DUTIES: Front Office Reception 50%

· Answer and direct phone calls using a Teams phone system.

· Greet clients and visitors warmly and professionally.

· Schedule appointments and maintain the office calendar.

· Handle incoming and outgoing mail and packages.

· Maintain a tidy and welcoming reception area.

· Maintain and order office and kitchen supplies.

Administrative Support

· Prepare correspondence, reports, and other documents.

· Assist with preparation and assembly of tax returns.

· Manage client files and maintain the client information database.

· Generate and analyze reports to provide insights and support decisions.

· Coordinate the receipt and delivery of client documents.

Client Interaction

· Provide exceptional customer service to clients, addressing inquiries and resolving issues promptly.

· Assist with new client onboarding.

CORE DUTIES: Client Service Coordinator 50%

· Run weekly workflow reports for assigned Client Managers and Partners.

· Gather new client information and fill out new client setup forms at the direction of the Partner.

· Send new clients, contact information changes, and workflow changes to Client Account Requests.

· Prepare or coordinate the preparation of engagement letters, IRS letters, faxes, POAs, IRS address change forms, and other documents as requested.

· Provides copies of records to clients as requested by Partners or Client Managers.

· Monitor calendars and set appointments related to client service.

· Monthly work in progress billing.

· Field client billing questions/AR Coordinator primary.

· Follow up on age reports over 14 days/backup for Client Manager.

· Assist with the preparation of proposals and assessments for new clients.

· Prepare hard copies for mailing (tax notices).

· Manage a set of clients.

· Perform miscellaneous duties as requested.

· Screen new prospect incoming calls and schedule initial call with Partner.

CSCs Assigned by Client Manager:

· Handle information requests, tax return delivery, e-file follow-ups, billing, and client service meeting coordination.

· Assist with extensions, new client onboarding, and general client manager assistance.

CSCs Assigned to/Helping Partners:

· Assist with pipeline/prospects, and general partner assistance.

Requirements

· Professional demeanor and appearance.

· Strong customer service and interpersonal skills.

· Excellent organizational and multitasking abilities.

· Proficient in Microsoft Office Suite (Word, Excel, Outlook) and Adobe Acrobat.

· Ability to work independently and as part of a team.

· Strong attention to detail and accuracy.

· Dependable and reliable. 

· Ability to work in a deadline-driven environment and handle multiple projects/tasks.

Preferred Qualifications

· Previous experience in a similar role, preferably in a CPA firm.

· Familiarity with tax and accounting terminology.

About VSH

VSH is a growing full-service accounting and advisory firm with locations in Bellingham and Burlington. We offer a suite of services beyond traditional tax compliance and planning. Our team of professionals specializes in providing strategic advisory support, international and cross-border services, transition planning, outsourced accounting, and more, to local, regional, and international clients.

We put our people first. At VSH, our firm IS our team. Rich, specialized, and fulfilling careers begin with and are continuously fueled by a strong staff development program. We support skill building and career advancement every day through personal mentor relationships, career coaching, and forward-focused, personalized development plans for all.

Our core values prioritize the well-being of our employees, adaptability to change, pursuit of excellence, putting people first, and fostering collaboration with team members. At VSH, we take immense pride in providing unwavering support for our team's personal and professional growth. Join us to experience a career of empowerment and success.

Benefits:

· Health, Vision, & Dental Insurance with HSA option

· HRA

· FSA

· Up to 4% matching SIMPLE IRA contribution

· 9 paid holidays

· 3 weeks PTO/4 weeks PTO after 1 year

· Long-term disability

More info on becoming a part of the VSH team.

EQUAL OPPORTUNITY EMPLOYER

VSH is an Equal Employment Opportunity (“EEO”) Employer. VSH does not discriminate on the basis of race, color, creed, religion, gender, gender identity, pregnancy, marital status, partnership status, domestic violence victim status, sexual orientation, age, national origin, citizenship status, veteran or military status, disability, medical condition, genetic information, caregiver status, unemployment status or any other characteristic prohibited by federal, state and/or local laws.