Front Desk Receptionist​/Administrative Office Assistant

Position: Front Desk Receptionist / Administrative Office Assistant

Location: In-office
Schedule: Full-time, Monday–Friday (business hours)

Position Overview

We are seeking a reliable, professional Front Desk Receptionist / Administrative Office Assistant who does far more than answer phones. This role is the first point of contact and the operational gatekeeper for our office. The ideal candidate is organized, confident, and calm under pressure, with the ability to manage client flow, protect staff time, and keep the office running smoothly—especially during busy periods.

This position plays a critical role in client experience, internal efficiency, and office professionalism.

Core Responsibilities Front Desk & Client Experience

• Greet clients and visitors professionally and confidently
• Manage client check-ins and ensure proper routing
• Maintain a clean, organized, and client‑ready front desk and waiting area
• Represent the office with professionalism, discretion, and warmth

Phone & Communication Gatekeeping

• Answer and screen incoming phone calls professionally
• Determine urgency and necessity before routing calls to staff or management
• Act as a gatekeeper to prevent unnecessary interruptions to management and preparers
• Take accurate messages and ensure timely follow‑up
• Manage walk‑ins appropriately, setting expectations and protecting staff availability

Document Handling & Office Operations

• Receive, scan, file, and organize client documents according to office standards
• Understand and correctly handle common tax documents (W‑2s, 1099s, organizers, etc.)
• Sort, route, and prioritize incoming emails and internal requests
• Assist with clerical and administrative support for staff as needed
• Help with simple tax preparation support tasks (training provided)

Organization & Supply Management

• Monitor and restock office supplies proactively
• Maintain organized supply areas and common spaces
• Support overall office efficiency and workflow

What Success Looks Like

By 90 days, the successful candidate will:

• Operate independently at the front desk
• Confidently manage phones, clients, and document flow
• Be trusted to filter access to management appropriately
• Maintain professionalism during peak traffic and busy seasons
• Proactively support staff and anticipate office needs
• Be viewed as a dependable, long‑term team member

_90_Day_Success_Plan

Qualifications & Skills

• Strong communication and interpersonal skills
• Ability to prioritize and multitask in a fast‑paced environment
• High attention to detail and organization
• Professional demeanor and discretion with sensitive information
• Confidence saying “not right now” or “let me check on that” when protecting staff time
• Willingness to learn office systems, procedures, and basic tax terminology
• Reliable attendance and punctuality are essential

Why This Role Matters

This position is not just reception
. It is a trusted role that:

• Controls workflow
• Protects staff productivity
• Shapes client experience
• Keeps the office running efficiently

The right candidate becomes the backbone of the office.

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