Office Coordinator

Ascendo Resources; New York (NY); Hybrid; USD 54,000 - 66,000; Full time

Job summary

Ascendo Resources seeks an experienced Office & Client Services Coordinator to support a busy Midtown Manhattan office in a hybrid setup. This role blends front-desk reception, office administration, client service, billing support, and administrative coordination to keep operations running smoothly.

Responsibilities include greeting clients, managing calendars, processing payments, and maintaining accurate client records in QuickBooks.

Qualifications

• Previous experience in office administration, coordination, client service, or similar roles.
• Strong organizational and time-management skills.
• Excellent attention to detail and ability to manage multiple priorities.
• Professional, friendly, client-focused communication style.
• Strong Microsoft Outlook, Excel, and Word skills.
• Ability to work independently and as part of a team.
• QuickBooks, Lacerte, billing, AR, or professional services experience is a plus.
• Ability to maintain confidentiality with client and financial information.

Responsibilities

• Provide reception and administrative support for the NYC office.
• Greet clients and visitors and provide a professional, welcoming experience.
• Answer, screen, and direct incoming calls.
• Receive and distribute mail, deliveries, and packages.
• Maintain an organized and professional reception area.
• Order and manage office supplies.
• Coordinate team lunches and office celebrations.
• Maintain attendance and PTO calendars.
• Provide administrative support to partners and managers.
• Coordinate calendars, meetings, and appointments.
• Assist with administrative projects and special requests.
• Welcome and assist clients during tax season.
• Scan, organize, and process client tax documents.
• Process client payments and update filing statuses.
• Assist with onboarding new clients.
• Maintain electronic client records and documentation.
• Track client payments and maintain the Tax Log.
• Record client payments and assist with deposits.
• Process payments through the firm’s merchant payment system.
• Review and update weekly AR aging reports.
• Follow up with clients regarding outstanding balances.
• Prepare client bills in QuickBooks as needed.
• Assist with the AR inbox and billing-related inquiries.
• Support the monthly billing process.
• Upload and organize files and documents.
• Assist with new contract processes.
• Support the Controller with special projects and administrative initiatives.

Skills

Office administration

Office coordination

Client service

Time management

Attention to detail

Communication

Microsoft Outlook

Microsoft Excel

Microsoft Word

QuickBooks

Lacerte

Billing

Accounts receivable

Tools

QuickBooks

Lacerte

Job description

Office & Client Services Coordinator | Midtown Manhattan | Hybrid | $60,000

About the Role

We are seeking a professional, organized, and client-focused Office & Client Services Coordinator to support a busy Midtown Manhattan professional services office. This is a highly visible role that combines office administration, reception, client service, billing support, and administrative coordination.

Key Responsibilities:

Office Administration & Reception

• Provide reception and administrative support for the NYC office.
• Greet clients and visitors and provide a professional, welcoming experience.
• Answer, screen, and direct incoming calls.
• Receive and distribute mail, deliveries, and packages.
• Maintain an organized and professional reception area.
• Order and manage office supplies.
• Coordinate team lunches and office celebrations.
• Maintain attendance and PTO calendars.

Partner & Management Support

• Provide administrative support to partners and managers.
• Coordinate calendars, meetings, and appointments.
• Assist with administrative projects and special requests.

Tax Season & Client Services

• Welcome and assist clients during tax season.
• Scan, organize, and process client tax documents.
• Process client payments and update filing statuses.
• Assist with onboarding new clients.
• Maintain electronic client records and documentation.
• Track client payments and maintain the Tax Log.

Billing & Accounts Receivable Support

• Record client payments and assist with deposits.
• Process payments through the firm's merchant payment system.
• Review and update weekly AR aging reports.
• Follow up with clients regarding outstanding balances.
• Prepare client bills in QuickBooks as needed.
• Assist with the AR inbox and billing-related inquiries.
• Support the monthly billing process.

Contracts & Special Projects

• Upload and organize files and documents.
• Assist with new contract processes.
• Support the Controller with special projects and administrative initiatives.

Qualifications:

• Previous experience in office administration, office coordination, client service, or a similar role.
• Strong organizational and time-management skills.
• Excellent attention to detail and ability to manage multiple priorities.
• Professional, friendly, and client-focused communication style.
• Strong Microsoft Outlook, Excel, and Word skills.
• Ability to work independently and as part of a team.
• QuickBooks, Lacerte, billing, AR, or professional services experience is a plus.
• Ability to maintain confidentiality when handling client and financial information.

Compensation & Schedule:

• Schedule: Hybrid
• In Office: 3 days per week; may be flexible to 2 days in office
• Tax Season: February-April, 4 days in office per week