Posted: Wednesday, February 14, 2018 8:01 AM
Job Description RECEPTIONIST (DIRECTOR OF FIRST IMPRESSIONS) SUMMARY: The Director of First Impressions to customers, vendors, visitors, and competitors. This is a full-time, regular, non-exempt position based in our Chico, California office. Some overtime may be required during busy season. RESPONSIBILITIES/DUTIES: 1. First Impressions and client experience a. Opens office for clients b. Greets clients/visitors and ensures they are well looked after. c. Follows Meester & Company’s protocol for greeting visitors/clients – eg remembering their names, offering tea/coffee, knowing which partner/team member they are to meet with, phoning taxis for them etc. d. Maintains appearance of reception/entry point. e. Keeps front desk organized. f. Assists with general inquiries – knows Meester & Company’s people and services. g. Schedules appointments. h. Makes meeting room bookings. i. Provides refreshments when appropriate. j. Ensures Meester & Company’s image is always neat and orderly. 2. Answers phones according to Meester & Company’s Phone Right procedures. a. First telephone responder b. Answers phone inquiries in an efficient and timely manner and ensures people are connected to the appropriate person in the firm. c. Takes messages when appropriate and forwards them to the appropriate person in a timely manner. 3. Databases a. Maintains Meester & Company’s databases 4. Mail/Faxes a. Receives, sorts, stamps, and passes out all incoming mail b. Processes outgoing mail c. Handles central fax distribution 5. Document Management System a. Scans all documents, files electronically b. Destroys records as scheduled 6. Office a. Coordinates the supply of office equipment and materials and arranges maintenance and repairs. b. Assures all office equipment is working properly eg toner cartridges, repairs c. Orders year end forms and envelopes. d. Keeps the break/snack area clean (dishes, organization, etc.) e. Takes care of plants (water, repotting, etc.) 7. Tax a. Prints, mails organizers and engagement letters b. Leads tax return processing c. Processes tax returns d. Maintains tax return tracking system e. Maintains office tickler f. Handles Ultra Tax updates and tasks 8. Accounting a. Processes financial statements b. Sends client information requests 9. Client Service a. Checks drawer for client tasks and follow-up b. Assists clients with requests of a nontechnical nature. c. Follows up with partners and professional team members that client requests have been handled. 10. Security a. Oversees office access and key inventory. b. Deals with safe 11. Marketing & Sales a. Coordinates holiday gift baskets for clients b. Sends out periodic client emails and marketing 12. Miscellaneous a. Handles miscellaneous projects and research b. Responds to partners’ and principles’ requests c. Performs general administrative assistant functions d. Asks how they can assist other team members e. Performs other related duties as assigned by management REPORTING RELATIONSHIP: Managing Partner SUPERVISORY RESPONSIBILITIES Self FINANCIAL ACCOUNTABILITES: 1. Maintains petty cash box and log 2. Maintains client ACH system 3. Logs and completes banking deposits KNOWLEDGE, SKILLS, AND EXPERIENCE: 1. Minimum Education Required: High school graduate or equivalent. 2. Minimum Experience Required: Experience in running an impressive and professional reception and information service. 3. Computer Skills Required: Proficient in Word, Outlook and Excel. Experience with Thomson Reuters CS Suite and Ultra Tax preferred. 4. Human relations skills to deal effectively with visitors/customers in person or on the telephone. 5. Well organized and able to carry out assignments with minimal supervision. 6. Able to work independently within a team environment. 7. Excellent organizational and phone skills. 8. Enjoys working for others. 9. Manages time effectively. 10. Customer oriented. 11. Ability to deal with unhappy clients. 12. Empathy and rapport 13. Positive attitude and approach with a desire to exceed the client’s expectations. 14. Ability to co-ordinate multiple tasks. 15. Strong typing skills. 16. Willingness to go the extra mile and a half! 17. Good emotional intelligence. (Emotional intelligence describes a person’s ability to understand his or her own emotions and the emotions of others and to act appropriately based on this understanding. Good emotional intelligence is an ability, capacity, or skill to perceive, assess, and manage the emotions of one’s self, of others, and of groups. It is about having empathy for others. It is about standing up for what you believe in a tactful and respectful way. It is about not jumping to conclusions, but getting the whole picture before you react.) KEY SUCCESS FACTORS: 1. Makes clients and visitors feel valued. 2. Waiting room is clean and organized providing a great first impression to customers, visitors, employees, and competitors.
• Location: Chico
• Post ID: 9118307 chico