Project Coordinator/Receptionist

The Project Coordinator and Receptionist is responsible for working as members of the firm’s administrative team and coordinate a variety of activities related to client service and administrative support for the Jefferson City associates. Additional duties and responsibilities include greeting visitors, helping them navigate through an office, and supplying them with refreshments as they wait. In addition, they maintain calendars for appointments, sort mail, and make copies.

Essential Responsibilities:

• Demonstrate a high degree of confidentiality related to client information and other firm specific information.
• Greet visitors and ensure they are directed to appropriate staff members.
• Ensure lobby area and conference rooms are comfortable and well-maintained.
• Coordinate conference room schedules.
• Receive and route calls and messages to appropriate staff members using a Teams based telephone system.
• Effectively communicate basic company information to visitors and callers.
• Manage inventory of completed tax returns and other deliverables, work with staff members to ensure applicable deadlines are met.
• Provide assistance with income tax processing, including electronic filing activities.
• Receive client documents and distribute to appropriate staff members.
• Package client deliverables and contact clients to arrange pick-up or delivery.
• Develop efficiency with office practices, including the use of electronic document management software, industry-specific software tools and other technologies.
• Perform general office duties (scanning, faxing, photocopying, etc.).
• Receive, sort, and distribute daily mail.
• Create daily client receivable reports and associated bank deposits.
• Providing training and counsel for seasonal associates, when necessary.
• Provide general project assistance to firm administrators who work in the areas of business. development, finance, human resources, information technology, marketing and recruiting.

Qualifications and Skills:

• A minimum of a high school diploma is required, and some college education is preferred.
• Proficiency with the Microsoft Office suite and Adobe software platforms.
• Word processing, use of spreadsheets, email, document management and calendaring programs is required.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Exceptional attention to detail and accuracy, with a focus on delivering high-quality results.
• Strong communication and interpersonal skills, with the ability to effectively collaborate with cross-functional teams.
• Analytical mindset with problem-solving abilities.
• Ability to work independently and handle multiple projects simultaneously.

Performance Expectations

• Adhere to all firm policies and procedures, as outlined in the Associate Handbook.
• Be pleasant, courteous, and helpful with staff and clients.
• Be efficient and organized when carrying out tasks.
• Maintain a neat and organized work environment for maximum efficiency and productivity.
• Maintain strict confidentiality of all client and business transactions.
• Effectively manage numerous tasks and projects.
• Demonstrate excellent written and verbal communication skills.
• Demonstrate a professional attitude and support a teamwork-oriented environment.
• Develop positive working relationships with clients and co-workers.
• Must have exceptional attendance.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 25 – 50 pounds at times.
• Extended hours are required at certain times throughout the year, depending on client needs.

Keep in mind that the specific responsibilities and requirements of the Project Coordinator and Receptionist may vary depending on the Firm's specific needs.

WK provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.