Client & Office Experience Coordinator

abip CPAs & Advisors; San Antonio (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

ABIP CPAs & Advisors in San Antonio seeks a Front Office Administrator to be the friendly first point of contact at the front desk. This onsite role supports the daily operations and ensures a welcoming, professional experience for clients, candidates and employees.

The ideal candidate brings hospitality or client-service experience, strong organizational skills, and proficiency with Microsoft Office and Outlook.

Qualifications

• Hospitality or service-oriented background preferred.
• Front-desk presence with ability to be present and available.
• Polished and professional communication.
• Detail-oriented and proactive.
• Able to interact with clients and executives at all levels.
• Highly organized with ability to manage multiple priorities.
• Collaborative and flexible in supporting team needs.
• Able to learn new technology and administrative systems.
• Bilingual abilities are a plus.

Responsibilities

• Serve as primary front-desk presence for the San Antonio office.
• Greet clients, candidates, employees and visitors and connect them to the appropriate team member.
• Manage incoming calls and inquiries with professionalism.
• Own the readiness and presentation of the reception area and client-facing spaces.
• Prepare conference rooms for client meetings and internal events and reset them as needed.
• Anticipate client and visitor needs and proactively address issues.
• Support meeting coordination, scheduling and front-office logistics.
• Maintain office and hospitality supplies and coordinate ordering as needed.
• Provide administrative support including data entry, filing, and document prep.
• Partner with the San Antonio Operations Manager to support day-to-day office operations and employee experience.
• Support office events and culture initiatives as needed.
• Collaborate with operations team members to provide a consistent experience across ABIP.
• Provide additional administrative and operational support as needed.

Skills

Customer service

Communication

Hospitality mindset

Multi-tasking

Education

Associate's or Bachelor's Degree

Tools

Microsoft Office

Outlook

Job description

At ABIP, the experience we create matters, both for our clients and for our people. We are looking for a Front Office Administrator to serve as the primary front-desk presence in our San Antonio office.

This is an onsite position based at the front desk during normal business hours. Because this person is the first point of contact for clients, candidates, employees and other visitors, consistent front-desk coverage is an essential part of the role.

We are looking for someone who sees the front desk as more than answering phones and greeting visitors. This person owns the experience of entering our San Antonio office: welcoming people, anticipating needs, noticing details and making sure clients and employees feel taken care of.

The role also supports the day-to-day operation of the San Antonio office, partnering closely with the San Antonio Operations Manager to maintain an organized, professional and welcoming environment.

Responsibilities

• Serve as the primary front-desk presence for the San Antonio office, maintaining consistent coverage during business hours
• Warmly greet clients, candidates, employees and other visitors and ensure they are connected with the appropriate team member
• Manage incoming calls and inquiries with professionalism and a high level of service
• Own the readiness and presentation of the reception area and other client-facing spaces
• Prepare conference rooms for client meetings and internal events and ensure they are reset appropriately
• Anticipate client and visitor needs and proactively address issues that may affect their experience
• Support meeting coordination, scheduling and front-office logistics
• Maintain office and hospitality supplies and coordinate ordering as needed
• Provide administrative support, including data entry, filing, document preparation and other clerical responsibilities
• Partner with the San Antonio Operations Manager to support day-to-day office operations and the employee experience
• Support office events and culture initiatives as needed
• Collaborate with operations team members across ABIP to provide a consistent experience across the firm
• Provide additional administrative and operational support as needed

What We're Looking For

We are especially interested in candidates who have worked in environments where hospitality and service are central to the role. Experience in professional services, hospitality, hotel guest services, corporate reception, high-end medical or dental offices, or other client-facing environments may translate well.

The right person will be:

• Naturally warm, welcoming and service-oriented
• Comfortable working in a front-desk role where being present and available is an important part of the job
• Polished and professional in both communication and presentation
• Attentive to details and able to recognize what needs to be done without always being asked
• Comfortable interacting with clients, executives, candidates and employees at all levels
• Highly organized and able to manage multiple priorities while maintaining front-desk coverage
• Dependable and comfortable taking ownership of the office's first impression
• Collaborative and willing to step in wherever needed
• Proficient with Microsoft Office and Outlook
• Able to learn new technology and administrative systems quickly

Prior administrative or office experience is helpful, but we are equally interested in candidates with strong hospitality or client-service backgrounds who can bring that mindset into a professional services environment.

Bilingual abilities are a plus.

Education and Experience

An Associate's or Bachelor's Degree is preferred but not required. Relevant experience and demonstrated success in a hospitality, client-service or administrative environment will also be considered.