Lead Administrative Coordinator

Lead Administrative Coordinator / Receptionist

Location:

Tigard, in-office

Position Type:
Full-Time

Industry: Public Accounting / Professional Services

We are a growing CPA firm focused on delivering high-quality tax, accounting, and advisory services to individuals and businesses. We value professionalism, responsiveness, organization, and strong client relationships. We are seeking a dependable and polished Lead Administrative Coordinator to serve as the operational hub of our front office and client communications.

The Lead Administrative Coordinator is the first point of contact for clients and plays a critical role in creating a professional and welcoming experience. This position combines receptionist responsibilities with administrative coordination and office support. The ideal candidate is organized, detail-oriented, client-focused, and comfortable managing multiple priorities in a fast-paced professional environment.

• Answer and direct incoming phone calls professionally and efficiently
• Serve as the first point of contact for clients, visitors, and vendors
• Greet clients and maintain a welcoming office environment
• Manage appointment scheduling and conference room coordination

• Monitor and manage the firm’s general inbox
• Route client requests and communications to the appropriate team members
• Ensure timely follow-up on messages, documents, and administrative requests
• Assist with client onboarding and document collection processes
• Assist with outbound calls for final step in tax return process and billing collections

• Support partners and staff with administrative tasks and workflow coordination
• Maintain organized electronic and physical records
• Assist with engagement letters, client correspondence, and internal documentation
• Coordinate mail handling, scanning, and filing
• Help maintain operational procedures and administrative systems

• Assist with seasonal workflow management during busy tax periods
• Support internal scheduling and staff coordination
• Identify opportunities to improve administrative efficiency and client experience
• Support efficient workflow between tax return assembly and billing

• 5+ years of administrative, receptionist, or office coordination experience
• Professional communication skills, both written and verbal
• Strong organizational skills with attention to detail
• Ability to manage multiple priorities and maintain confidentiality
• Proficiency with Microsoft Office and general office technology, experience with Tax Dome a plus
• Experience in a CPA firm, legal office, or professional services environment preferred

• Friendly and professional demeanor
• Strong problem-solving skills
• Reliable and proactive work style
• Comfortable working independently while supporting a collaborative team
• Ability to remain calm and organized during busy periods

• Competitive compensation based on experience: $28-33/hour
• Paid time off and holidays
• 4% 401k matching
• Health, dental, vision insurance plans - firm pays for portion of health insurance
• Professional and supportive work environment
• Opportunities for growth and increased responsibility