Receptionist

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Job description

Job Title: Law Firm Receptionist/Front Desk

Location: Coral Gables, FL 33134 (on-site)

Job Overview

InterAction24 is working with a CPA firm who is seeking a professional and friendly Administrative Front Desk Receptionist to join our team. The ideal candidate should have excellent organizational skills, and a pleasant personality to ensure our front desk provides a welcoming atmosphere for visitors and clients. Candidate must thrive in a fast-paced environment, adapting quickly to shifting priorities and deadlines.

Responsibilities

Greeting Clients: Welcome clients as they arrive, making them feel comfortable and directing them to the appropriate person or meeting room.

Phone Management: Answer incoming calls, direct them to the relevant staff, and handle inquiries in a professional manner.

Appointment Scheduling: Assist with scheduling client appointments, and manage the conference room calendar

Document Handling: Organize documents, files, and correspondence. This could include handling sensitive financial information with discretion.

Data Entry: Input and update client information and appointment details into the firm's database or CRM system.

Mail Management: Handle incoming and outgoing mail and packages, including sorting and distributing them to the appropriate personnel.

Supplies Management: Monitor and maintain office and kitchen supplies, ordering replacements as needed.

Facility Management: Ensure the reception and kitchen area is clean, organized, and presentable.

Support for Staff: Assist with various tasks for the accounting staff, such as preparing documents, making copies, scanning, closing out projects, and managing meeting logistics.

Client Records: Maintain accurate records of clients ensuring confidentiality and compliance with privacy regulations.

Confidentiality: Handle all client and firm information with the utmost confidentiality and adhere to privacy regulations.

Professional Appearance: Maintain a professional demeanor and appearance, representing the firm's image positively.

Problem Resolution: Address and resolve any issues or concerns clients might have or escalate them to the appropriate staff member.

Event Coordination: Assist with the planning and organization of firm events, meetings, or seminars.

Experience

Prior experience in CPA or Law Firm

Proven work experience as a Receptionist, Front Office Representative, or similar role

Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

Demonstrated ability to manage multiple tasks efficiently and prioritize effectively.

Experience requiring accuracy and attention to detail.

Hands-on experience with office equipment (e.g., printers, scanners)

Professional attitude and appearance

Solid written and verbal communication skills

Ability to be resourceful and proactive when issues arise

Excellent organizational skills

Multitasking and time-management skills, with the ability to prioritize tasks

If you are a detail-oriented individual with excellent communication skills and a positive attitude, we encourage you to apply for this position

Benefits:

401(k)

401(k) matching

Dental insurance

Health insurance

Life insurance

Paid time off

Vision insurance

Schedule:

8 hour shift

Monday to Friday

Ability to Relocate:

Coral Gables, FL 33134: Relocate before starting work (Required)

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