Receptionist

Gross, Mendelsohn & Associates, P.A.; Baltimore (MD); On-site; USD 32,000 - 42,000; Full time

Job summary

Gross Mendelsohn & Associates, P.A. in Baltimore is seeking a polished, dependable Receptionist to be the warm, first-liner for clients, guests, and vendors. The role involves front-desk duties, meeting support, and keeping the office running smoothly with a welcoming environment.

The ideal candidate will be professional, organized, and capable of coordinating meetings, handling mail, and assisting with documents during peak periods such as tax season.

Qualifications

• Front-office receptionist with warm, professional demeanor.
• Strong attention to detail and client service.
• Ability to manage front desk, meetings, and office logistics.

Responsibilities

• Welcome clients, guests, vendors, and employees with a friendly, professional demeanor.
• Answer, screen, and direct incoming calls professionally.
• Manage visitor check-ins and notify team members on arrival.
• Maintain the reception area and shared spaces to be neat and client-ready.
• Schedule and maintain conference room reservations, and prepare rooms for meetings.
• Assist with meeting setup, refreshments, materials, and basic tech coordination.
• Process mail, shipping, and replenishment of office supplies.
• Support billing and other administrative projects; assist busy periods such as tax season.

Job description

Gross Mendelsohn, one of the Mid-Atlantic’s leading independent CPA and advisory firms, is seeking a polished, dependable, and client-focused Receptionist to join our Baltimore office. This is an important front-office role for someone who enjoys people, takes pride in creating a positive first impression, and understands that small details can make a big difference in the client and employee experience. As the first point of contact for many clients, guests, vendors, and team members, the Receptionist helps set the tone for the office and plays a key role in keeping the daily operations of the Baltimore location running smoothly. The ideal candidate will be warm, professional, organized, reliable, and willing to pitch in wherever needed. This person should be comfortable managing front desk responsibilities, supporting meetings and office logistics, assisting with client documents, and helping create a welcoming and well-run office environment.

Key Responsibilities

Reception & Client Experience

• Welcome clients, guests, vendors, and employees with a friendly, professional, and helpful demeanor.
• Serve as the first point of contact for the Baltimore office and help create a positive, polished impression of the firm.
• Answer, screen, and direct incoming calls in a professional and efficient manner.
• Manage visitor check-ins and notify team members when guests arrive.
• Direct guests to the appropriate meeting rooms, offices, or team members.
• Help ensure clients and visitors feel welcomed, comfortable, and well cared for while in the office.
• Maintain the reception area, lobby, café, conference rooms, and shared spaces so they are neat, organized, stocked, and client-ready.

Office Coordination & Administrative Support

• Schedule and maintain conference room reservations.
• Prepare conference rooms for client meetings, internal meetings, interviews, and firm events.
• Assist with meeting setup, including refreshments, materials, room organization, and basic technology coordination as needed.
• Process incoming and outgoing mail on a timely basis.
• Prepare overnight deliveries, certified mail, courier requests, and other shipping needs.
• Monitor café, kitchen, office, and general supply levels and assist with replenishment.
• Help identify facilities-related needs and communicate maintenance or office issues to the Firm Administrator.
• Provide general administrative support to partners, managers, and team members.
• Assist with routine office projects that support the Baltimore team and the broader firm.

Client Document & Busy Season Support

• Assist with scanning, assembling, organizing, and distributing tax returns and other client documents.
• Proofread and format financial statements, correspondence, and other documents as requested.
• Help maintain accuracy, consistency, and professionalism in client-facing documents.
• Assist with billing support and other administrative projects as needed.
• Support increased administrative needs during tax season and other peak periods.
• Demonstrate flexibility to work overtime during busy periods when business needs require.
• Perform additional duties as assigned.