Job Details
Receptionist
Department: Firm Administration
Employment Type: Part Time
Location: Flushing, NY (Headquarters)
Reporting To: Partners
Compensation: $18.00 - $24.00 / hour
Description
Language Requirement: Chinese Mandarin and English (languages) are required due to the business's client base.We have 2 part-time openingsUnder the direct supervision of all department partners, this position provides support for the all departments. The Receptionist will be expected to answer non-routine correspondence and assembles highly confidential and sensitive information. The Receptionist will deal with a diverse group of important external callers and visitors as well as internal contacts at all levels of the firm.
Key Responsibilities
Receptionist Support:
- Greet and welcome visitors and callers in a friendly, warm, and professional manner
- Takes messages for firm staff and deliver/notify appropriate staff members or direct calls
- Handling of all firm incoming and outgoing mail (sorting and delivering to departments daily)
- Manage conference room schedule / scheduling of appointments/conferences as needed
- Ensure that the administrative office and reception area are organized and clean
- Communicate with vendors for repairs and maintenance across the firm and ensure proper working order for firm's equipment (computers, faxes, copy machines, etc.) and facilities (plumbers, heat, etc.)
- Ordering and maintaining adequate office supplies
- Take meeting notes and prepare meeting minutes
- Firm events planning and coordination
- Assist in light filing duties
Bookkeeping Support:- Process all check requests and deposit requests (pay invoices to vendors and process all applicable payments received)
- Prepare Invoices/ Billing as assigned
- Preparation and disbursement of payment to vendors
- Post transactions involving cash receipts, disbursements, and/or accounts payable and receivable to ledger accounts
Administrative/ Basic HR Support:- Monitor daily and biweekly staff attendance for Tax, IT, and Maintenance/Janitorial departments
- Review tax department staff timesheets and reimbursements for accuracy and preparation of payroll summaries
- Provide backup support to HR/Personnel on an as-needed basis
All other duties as they are assigned by Partners
Skills Knowledge and Expertise- Language Skills: Chinese Mandarin and English are a must
- Experience: At minimum 1 year of experience in bookkeeping in the US, proficiency in Excel and Word, and Exposure to QuickBooks is a plus
- Punctual
- Self-motivated with strong work ethic
- Thrives in a fast-paced environment
- Ability to juggle multiple tasks and demands
- Establishes priorities and meets deadlines
- Strong oral and written communication skills
- Highly detail-oriented
- Collaborates effectively with others
- Organizational skills
- Ability to follow established guidelines and processes
- Common Sense; a talent for making connections between unrelated pieces of information for purpose of anticipating needs and preventing problems