Receptionist & Administrator

Magone & Company, P.C.; Lake Hiawatha (NJ); On-site; USD 35,000 - 45,000; Full time

Job summary

Join a family-owned accounting firm as a full-time Receptionist & Administrator in Parsippany, NJ. This role offers the chance to thrive in a supportive environment while providing exceptional client service. Ideal candidates will have strong communication skills, proficiency in Microsoft Office, and a professional demeanor. Enjoy competitive salary and benefits, including health insurance and paid time off.

Benefits

Paid Health Insurance

Paid Life Insurance

Access to Dental and Vision Insurance

401(k) Matching

15 PTO Days

Employee Referral Bonus

Paid Professional Development

Qualifications

• At least 1 year of office experience.
• Client service experience required.
• Professional demeanor and presentation.

Responsibilities

• Greet clients and provide technological support.
• Manage client documents and maintain databases.
• Schedule appointments and assist with clerical duties.

Skills

Communication

Organizational Skills

Diligence

Adaptability

Education

High School Diploma

Tools

Microsoft Office Suite

Adobe Creative Cloud

Job description

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Do you have experience as a Receptionist or Office Support Staff member? We invite you to join Magone & Company, P.C. in our new Parsippany office as a full-time on-site Receptionist on our Administrative Team. The ideal candidates will thrive in a demanding environment, have exceptional computer skills, have experience in customer service, be adaptable to modern technology, have great diligence, a positive demeanor and excellent communication skills. If you like a challenge and are looking for career growth, this is the place for you.

Why Work with Us?

At Magone & Company, P.C. we hold strong values, both as a team and in the work we do. We are a family-owned accounting firm with under forty employees, and pride ourselves in creating a close-knit atmosphere while providing unparalleled customer support to exacting standards. In a mid-size firm like ours, you will collaborate with a diverse clientele spanning various industries and sectors, domestic and international, and you will have hands-on experience every step of the way.

We need great people, and it is an excellent opportunity for you to start on an exciting new path, grow with us and share in our success. A competitive salary will be based on your qualifications.

Our Core Values

• We embrace change and technology.
• We welcome and encourage learning opportunities.
• We strive toward excellence.
• We operate with integrity.
• We look out for our team and each other.

Job Responsibilities

Client Interaction & Assistance:

• Greet clients professionally and warmly in person and over the phone.
• Provide technological support to clients with document portals for uploading and accessing tax documents for download or signature.
• Answer office main line for general inquiries, screen and direct clients to the appropriate staff member as needed.
• Keep the conference room tidy and ready for meetings.

Document Management:

• Download and save client-provided tax documents from various platforms.
• Scan, organize, and securely store client tax documents in the firm’s document management system.
• Ensure all digital and physical client records are properly and confidentially maintained.

Engagement Management:

• Draft and send engagement letters to clients.
• Onboard new clients in all systems upon receipt of signature and an Onboarding form.
• Create task Workflows as needed for Professional Staff.

Database Management:

• Maintain and update databases with accurate client information, tax forms to be filed, and filing statuses.
• Ensure data integrity and confidentiality.

Office & Inventory Management:

• Monitor and maintain firm office supplies, including paper, toner, and other administrative necessities.
• Manage drink and snack inventory for staff and client areas.
• Coordinate with vendors for office supply replenishment as needed.

Administrative Support:

• Schedule and confirm client in-person appointments and Teams meetings, and manage Conference Room calendar.
• Manage incoming and outgoing mail and overnight shipping, including certified mailings.
• Assist the Admin team with other clerical duties as assigned, including assembling tax returns and extensions, calling clients for documentation and signed E-filing authorization forms.

Other Job Details:

• Full-time and on-site in Parsippany, NJ.
• Standard hours 9:00am-5:00pm.
• Flexibility and willingness to work extended hours (evenings/weekends), January-April, September-October, and as needed.
• Competitive salary - negotiable based upon your experience.

Required Qualifications:

• High School graduate or equivalent.
• At least 1 year of office experience.
• Client service experience.
• Strong proficiency in Microsoft Office Suite, especially Excel.
• Strong proficiency in Adobe Creative Cloud (editing pdf documents).
• Excellent verbal and written communication skills, organizational and analytical skills, and diligence.
• Professional demeanor and presentation.
• Ability to thrive in a demanding environment.

You will stand out if you have:

• CPA Firm experience providing admin support for tax, audit, or accounting departments.
• Knowledge of tax, accounting, and financial terminology.
• Experience with A/R and A/P.
• Associate or Bachelor’s Degree.

Benefits for Full-Time Employees:

• Paid Health Insurance starts at 3 months.
• Paid $50K Group Life Insurance Policy at 3 months.
• Access to Dental and Vision Insurance at 3 months.
• Eligible for matching 401(k) Retirement Plan at 4% at one-year anniversary.
• 15 PTO days per year, accrued based on start date.
• Employee Referral Bonus program.
• Paid Professional Development as determined by your supervisor.

Additional Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industries: Accounting