Client Service Ambassador

Phillips Feldman Group, P.A.; Naples (FL); On-site; USD 35,000 - 45,000; Full time

Benefits offered by this job

401(k)

Health insurance

Paid time off

Vision insurance

Job summary

A reputable accounting firm in Naples, Florida is seeking an entry-level administrative assistant to enhance client relations and support the team. Responsibilities include greeting clients, managing documents, and assisting with office duties. This full-time position requires proficiency in Microsoft Suite, with a work schedule from 8am-5pm, Monday to Friday. Benefits include health insurance, 401(k), and paid time off.

Qualifications

• Personable and detail-oriented individual with experience in client relations.
• Proficient in Microsoft Suite; training will be provided for firm-specific software.

Responsibilities

• Provide client support through front desk administration.
• Maintain office duties and manage incoming documents.
• Assist with production and data management tasks.

Skills

Client relations

Communication

Data management

Proficiency in Microsoft Suite

Job description

3 weeks ago Be among the first 25 applicants

Our firm is seeking a personable, intuitive, detail-oriented, experienced and driven individual to assist both our wonderful client base as well as our dynamic professional team; does this sound like you? Our firm takes great pride in providing excellence to our clients, and this position sees this process from start to finish. Your involvement with our staff and clients alike has the potential to make a lasting impact! Over time, you will grow to enhance client relations and increase their overall experience by anticipating the needs of our client base as well as our internal team with your great communication and skillset.

Duties

Client Relations/Front Desk Administration:

• Greet incoming clients and provide them with deliverable products (i.e. completed tax returns, bookkeeping records, etc.), and/or direct them to conference rooms when meeting with staff
• Receive incoming tax return and accounting records/documentation, organize/scan/log into software and distribute to staff
• Answer telephones (direct calls to staff as necessary, schedule appointments, screen for solicitation, take messages, answer general/nontechnical questions as able)
• Maintaining client relations via personal relations, such as notifying staff of any client life events as they arise (i.e. preparing greeting cards when applicable, sending out staff emails for notification, etc.)
• Assist with scanning, copying and/or other ancillary administrative functions as necessary
• Prepare shared gathering rooms for meetings/functions (i.e. preparing conference rooms with lights on, video conference setups, offering beverages to clients upon their arrival, etc.)

Production and Data Management:

• File and maintain electronic documents in digital storage for firm records
• Assemble tax return folders and audit reports according to procedure
• Prepare electronic copies of documents as requested
• Ensure all documents look professional, neat, and uniform in accordance with firm standard procedures
• Manage incoming client documents (physical and electronic) using our data management software
• Sort and organize electronic documents for staff retrieval
• Scan physical documents and create electronic files for ease of viewing
• Set up new clients through software suites and update information as required
• Assist Partners, Office Manager, and other staff with administrative requests if/when needed
• Work with Partners and staff on new software procurement, installation, and training where necessary
• Manage recurring reports, such as due date reports, and distribute them to staff
• Execute annual administrative functions, such as sending holiday cards to clients, mailing tax organizers, preparing ad hoc reports for management, renew staff licenses with AICPA, IRS, State boards/agencies
• Proof and foot reports where necessary
• Assist Tax and Audit staff with client communication requests if/when needed
• General IT support as needed, communication between IT contractors and staff
• Assist Partners, Office Manager, and other staff with administrative requests if/when needed
• Assist Office Manager and work with administrative staff on firm-building events (i.e. annual meeting, monthly luncheons, firm-provided tax season lunches, etc.)

Office Duties:

• Retrieve, sort, and distribute mail daily to staff. Prepare UPS/FedEx/USPS mailings and local courier services as necessary
• Inventory management (stock office and break room supplies, reorder IT/office/food items as necessary)
• Maintain kitchen and break room area

Software: Proficiency required in Microsoft Suite products (i.e. Outlook, Word, Excel, Teams) and Adobe. We will train on firm-specific production software suites once hired.

Job Type and Hours: 8a-5p Monday – Friday on site with 1 hour lunch (40 hours/Full time)

• 401(k)
• Health insurance
• Paid time off
• Vision insurance

Seniority level

• Entry level

Employment type

• Full-time

Industries

• Accounting