Job Description

Front Desk Administrator 

Our firm seeks an experienced individual to fill our Front Desk Administrator position. Our office is in Midtown Manhattan, NY and we are seeking a candidate who will work in office Monday through Friday. In this position, the candidate will oversee our reception area acting as a first point-of-contact for clients and vendors who call, email, or visit our office. This candidate will develop a general understanding of our firm’s software programs and be able to assist with a variety of administrative and operational tasks as needed. Our ideal candidate will have previous professional experience in an office environment, a keen attention to detail, ability to multi-task and prioritize projects, and previous experience in a customer service or client-facing role.

Responsibilities:

The following are essential duties and responsibilities. As a support role, other assignments and projects may be needed to assist in the ongoing success of the team.

• Provide a friendly and welcoming reception area by monitoring the front doorbell system and greeting visitors in a polite and professional manner; ability to converse with clients while they wait, answer questions and address any complaints. 

• Manage a multi-line phone system by answering, screening and directing phone calls to the appropriate recipient in a polite and professional manner; manage transferred calls, parked calls and ensure messages are received via voicemail or email/chat.

• Initiate calls to outside agencies for senior staff and managers, navigating menu selections for direct transfer to desired representatives. 

• Manage inventory of office supplies, furniture, and hardware. Assist in ordering and scheduling maintenance as needed.

• Schedule and coordinate messengers to deliver or pick-up mail from clients.

• Receive, sort, and deliver mail throughout the office. Collect items to be mailed out and correctly package, postage, and send items via USPS, UPS, FedEx, etc and track to ensure proper delivery.

• Assist in the collection and organization of documents to be mailed from Raines & Fischer including but not limited to compiling and mailing tax returns, 1099s, etc.

• Assist in organizing and filing highly confidential internal information and client information. Scan and send documents securely. Correctly name and promptly file documents in office File Room, Engagement or other local/cloud filing areas.

• Assist with tasks related to family accounting including reviewing bills and submitting payments on client’s behalf. 

• Assist with firm AR efforts by processing payments and sending invoices

• Develop an understanding of Axcess programs to assist in basic data entry, creation of new clients, and creation of new projects as needed. 

• Participate in firm’s security efforts by completing security training assignments and reporting any suspicious activity to office manager/ managing partners immediately.

• Comply with and assist in the upholding of Raines and Fischer’s Core Policies and Practices 

Qualifications:

• 3 years of experience in a professional work environment

• Excellent written and oral communication skills

• Proficient in Microsoft Office Programs including Outlook, Word, and Excel

• Experience with office hardware including printer, scanner, fax machine, and multi-line phone systems

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