Office Coordinator

Office & Client Services Coordinator | Midtown Manhattan | Hybrid | $60,000

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.

Key Responsibilities:

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: Hybrid
• In Office: 3 days per week; may be flexible to 2 days in office
• Tax Season: February–April, 4 days in office per week

Benefits & Perks:

• 12 days PTO
• 5 personal days
• 10 Fridays off during the summer
• All holidays off, including Yom Kippur
• Medical, dental, and vision insurance
• 401(k)
• Strong work/life balance
• Company event in Florida

Interview Process:

1. Phone Interview
2. Video Interview
3. On-Site Interview
4. Offer