Front Desk Office Administrator

Role: Front Desk Office Administrator

Location: Waldwick, New Jersey

Work Hours: 8 AM - 5 PM EST, Monday - Friday

Rate: $33,000 - $40,000 USD annually

(Salary is negotiable based on experience)

Availability to Start: May 20, 2024

Additional Benefits: PTO included in the Benefits Package

Client's Profile

This US-based company specializes in comprehensive financial solutions, offering expert guidance in personal and business tax management, accounting services, and efficient payroll processing. Committed to fostering strong client partnerships, they prioritize personalized attention and ensure clients benefit from their extensive training, technical expertise, and financial acumen. With a range of services, including income tax preparation, IRS representation, payroll reporting, QuickBooks® support, and more, they uphold a standard of excellence through ongoing investment in professional development and cutting-edge technology, dedicated to the success of each client's financial endeavors.

What you'll do

As the Front Desk Office Administrator, you will be the company's welcoming face and the first point of contact. You will greet visitors, answer incoming calls, and provide administrative support to various departments. Your responsibilities include managing the reception area, handling correspondence, scheduling appointments, and assisting with general office tasks to ensure the smooth operation of the workplace. You will play a key role in maintaining a professional and hospitable office. Your responsibilities will include but not be limited to:

Customer Service:

• Serve as a point of contact for internal and external communication.
• Provide excellent customer service to both internal and external stakeholders.
• Handle internal and external inquiries and requests in a timely manner.
• Resolve minor issues or direct them to the appropriate channels for resolution.
• Answer incoming calls promptly and courteously, direct calls to appropriate personnel, and take accurate messages.
• Relay messages accurately and promptly to the appropriate recipients.
• Maintaining confidentiality and discretion when handling sensitive information.

Client Reception:

• Greet clients warmly as they enter the office and ensure clients feel welcome and comfortable by offering refreshments.
• Direct clients to designated areas or personnel.
• Ensure refreshment areas are stocked and tidy.

Accounts Receivable Collections Assistance:

• Assist with Collections tasks as required by the finance department.
• Follow up with clients via phone and email on outstanding invoices or payments.
• Record Collection efforts and update relevant databases or systems.

Administrative Support:

• Provide general administrative support to the office as needed.
• Assist with filing, scanning, and organizing documents.
• Perform data entry tasks accurately and efficiently.

Partner Calendar Management:

• Manage partner calendars efficiently and accurately.
• Schedule appointments, meetings, and events as directed.
• Send reminders and updates regarding appointments.

Team Collaboration:

• Collaborate effectively with other team members to ensure smooth operations.
• Communicate updates, changes, or issues to relevant parties as needed.
• Contribute to a positive and supportive work environment.

Adherence to Policies and Procedures:

• Follow company policies and procedures regarding receptionist duties.
• Adhere to guidelines for client interactions, confidentiality, and professionalism.
• Report any discrepancies, concerns, or incidents to management promptly.

What you should have

• High School Diploma or GED.
• 2 Years of Professional Experience in a Receptionist and/or Customer Service role
• Must be proficient in handling office equipment, including complex multiple-lined telephones, printers, copy machines, etc.
• Proficiency in Google Workspace or MS Office Suite.
• Excellent Communication Skills with the ability to build positive relationships with a high level of interpersonal skills.
• Tech-savvy (Familiar with QuickBooks or other accounting software, and CRMs or Project Management software is a big plus)

Who you are

• You excel in interpersonal communication, both verbal and written, enabling you to interact effectively with clients, colleagues, and visitors.
• You thrive in environments that require meticulous attention to detail and possess strong organizational skills to manage multiple tasks and responsibilities efficiently.
• You have a genuine passion for providing exceptional customer service, ensuring that all visitors and callers receive a warm welcome and prompt assistance.
• You are comfortable using various office software and equipment, including MS Office Suite and telephone systems and have the ability to learn new technologies quickly.
• You demonstrate flexibility and adaptability in responding to changing priorities and are proactive in identifying and addressing potential issues before they arise.

Job Type: Full-time

Pay: $33,000.00 - $40,000.00 per year

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Front desk: 2 years (Required)

Ability to Commute:

• Waldwick, NJ 07463 (Required)

Ability to Relocate:

• Waldwick, NJ 07463: Relocate before starting work (Preferred)

Work Location: In person

Salary : $33,000 - $40,000