Provide administrative support to both internal and external clients including greeting clients, offering refreshments and acting as staff liaison for information.
Efficiently answer and distribute incoming calls, utilizing multi-line switchboard system
Greets vendors, customers, job applicants, and other visitors
Act as first level of security; arrange back-up support for the reception desk should the need to leave to arrive
Distribute and track guest security passes
Enter the appropriate information into the Office of the Building security system
Utilize best practices for dealing with inquiries from headhunters/job placement agencies; act as first line of defense; transfer calls as appropriate
Utilize Microsoft Outlook to locate employees of the firm inside and outside their respective offices
Maintain front desk supplies including postage and courier and distribute incoming faxes
Distributes and sort incoming mail, prepares and takes outgoing mail for shipping using the postage meter
Arrange for visitor and hoteling space and conference rooms
Update client addresses, names, staff changes, in firm database
Backup maintenance of client files
Enter project status in firm database as well as all charges for tax services
Provide support as needed in processing tax returns/other deliverables
Backup for completing daily deposit
Backup for coordinating catering requests, delivery, set up and clean up
Secure Federal Express and other courier services for the firm as needed
Collate and mail bi-weekly invoices and monthly statements for the firm and prepare outgoing mail each afternoon
Adhere to the Firm’s policies and procedures, ACTION philosophy, demonstrate their importance to others, and provide input to management on suggested modifications to Firm policies and procedures as necessary
Qualifications
Professional speaking voice
Excellent customer service skills
Exceptional organizational skills
Ability to multi-task
Professional appearance and manner
Well-developed interpersonal and communication skills
Beginner level in Microsoft Word, Excel, and Outlook
