Office Coordinator

About the Role: We are seeking a professional, organized, and client-focused Office & Client Services Coordinator to support a busy Midtown Manhattan professional services office. This is a highly visible role that combines office administration, reception, client service, billing support, and administrative coordination.

Office Administration & Reception: Provide reception and administrative support for the NYC office. Greet clients and visitors and provide a professional, welcoming experience. Answer, screen, and direct incoming calls. Receive and distribute mail, deliveries, and packages. Maintain an organized and professional reception area. Order and manage office supplies. Coordinate team lunches and office celebrations. Maintain attendance and PTO calendars.

Partner & Management Support: Provide administrative support to partners and managers. Coordinate calendars, meetings, and appointments. Assist with administrative projects and special requests.

Tax Season & Client Services: Welcome and assist clients during tax season. Scan, organize, and process client tax documents. Process client payments and update filing statuses. Assist with onboarding new clients. Maintain electronic client records and documentation. Track client payments and maintain the Tax Log.

Billing & Accounts Receivable Support: Record client payments and assist with deposits. Process payments through the firm's merchant payment system. Review and update weekly AR aging reports. Follow up with clients regarding outstanding balances. Prepare client bills in QuickBooks as needed. Assist with the AR inbox and billing-related inquiries. Support the monthly billing process.

Contracts & Special Projects: Upload and organize files and documents. Assist with new contract processes. Support the Controller with special projects and administrative initiatives.

Qualifications: Previous experience in office administration, office coordination, client service, or a similar role. Strong organizational and time-management skills. Excellent attention to detail and ability to manage multiple priorities. Professional, friendly, and client-focused communication style. Strong Microsoft Outlook, Excel, and Word skills. Ability to work independently and as part of a team. QuickBooks, Lacerte, billing, AR, or professional services experience is a plus. Ability to maintain confidentiality when handling client and financial information. Compensation & Schedule:

Salary: $60,000

Schedule: HybridIn Office: 3 days per week; may be flexible to 2 days in office