Receptionist / Office Administrative Assistant (Bilingual Preferred)

West Michigan Hispanic Chamber of Commerce; Grand Rapids, Northern (MI, KY); Hybrid; USD 17,000 - 25,000; Part time

Benefits offered by this job

Paid holidays and paid time off

Performance-based bonuses

Ongoing training and development

Job summary

The West Michigan Hispanic Chamber of Commerce in Grand Rapids is seeking a friendly Receptionist / Office Administrative Assistant (bilingual preferred) for a part-time role. You will support daily office operations, handle phone and email inquiries, schedule appointments, and assist with client intake and paperwork.

You will maintain records, coordinate communications, and contribute to a professional and welcoming office environment while helping with bookkeeping and outreach tasks as needed.

Qualifications

• High school diploma or equivalent required.
• Prior customer service or receptionist experience preferred.
• Excellent verbal and written communication skills.
• Professional appearance and demeanor.

Responsibilities

• Greet clients and provide professional customer service.
• Answer calls, direct inquiries, and respond to emails and texts.
• Schedule appointments and manage office calendars.
• Assist with client intake and required paperwork.
• Enter client information into company software and maintain files.
• Support staff with administrative projects and reporting.

Skills

Verbal communication

Written communication

Multitasking

Organizational skills

Confidentiality

Interpersonal skills

Education

High school diploma or equivalent

Tools

QuickBooks

CRM software

Microsoft Office

Job description

Receptionist / Office Administrative Assistant (Bilingual Preferred)

Location: Grand Rapids MI
Employment Type: Part-Time
Compensation: Based on Experience
Schedule: Monday-Friday, Some Flexibility Required

About Us

We are a growing financial services firm dedicated to serving individuals and businesses throughout Michigan. We specialize in tax preparation, bookkeeping, payroll, accounting, business formation, insurance solutions, and other professional services. We pride ourselves on providing exceptional customer service while helping our clients achieve their financial and business goals.

We are seeking a motivated, organized, and professional Receptionist / Office Administrative Assistant to become an important part of our team. The ideal candidate will be responsible for supporting daily office operations, assisting current and prospective clients, maintaining accurate records, conducting follow-up calls, and ensuring an excellent customer experience from the first point of contact.

Position Summary

The Receptionist / Office Administrative Assistant serves as the first point of contact for clients and prospective clients. This position requires strong communication skills, attention to detail, professionalism, and the ability to multitask in a fast-paced office environment.

The successful candidate will assist with client intake, appointment scheduling, phone communications, data entry, lead follow-up, administrative tasks, and various office support functions.

Job Responsibilities

Client Relations & Customer Service

• Greet clients in person and provide professional customer service.
• Answer incoming phone calls and direct calls appropriately.
• Respond to emails, text messages, and client inquiries.
• Schedule appointments and maintain office calendars.
• Conduct new client intake and collect required documentation.
• Follow up with prospective clients regarding services and appointments.
• Maintain confidentiality of all client information.
• Assist clients with completing forms and required paperwork.

Administrative Support

• Enter client information accurately into company software and databases.
• Create and maintain electronic and physical client files.
• Scan, upload, organize, and manage documents.
• Prepare client packets and informational materials.
• Assist staff with administrative projects and reporting.
• Maintain office records and filing systems.
• Monitor office supplies and coordinate ordering when needed.
• Process incoming and outgoing mail.
• Contact prospective clients provided by the company.
• Send marketing materials and company information to leads.
• Follow up on inquiries from social media, website submissions, and referrals.
• Update lead tracking systems and notes.
• Assist with client retention and follow-up campaigns.
• Support community outreach and promotional activities when needed.

Office Operations

• Maintain a clean, organized, and professional office environment.
• Assist management with special projects and assignments.
• Support bookkeeping, payroll, tax, insurance, and administrative teams as needed.
• Perform other duties as assigned to support business operations.

Qualifications

Required

• High school diploma or equivalent.
• Prior customer service, receptionist, administrative assistant, or office support experience.
• Excellent verbal and written communication skills.
• Professional appearance and demeanor.
• Ability to multitask and prioritize responsibilities.
• Strong organizational and time-management skills.

Preferred

• Experience with QuickBooks.
• Experience with CRM or client management software.
• Experience working in a tax, accounting, bookkeeping, insurance, legal, or financial services office.
• Familiarity with Microsoft Office (Word, Excel, Outlook).
• Sales or lead follow-up experience.

Skills We Are Looking For

• Document management
• Problem-solving abilities
• Organizational skills
• Confidentiality and discretion
• Strong interpersonal communication

What We Offer

• Professional and supportive work environment
• Opportunity for growth and advancement
• Ongoing training and development
• Exposure to multiple areas of business operations
• Paid holidays and paid time off (if applicable)
• Performance-based bonuses available