Job Title: Virtual Office Receptionist (CPA Firm)
Location: Remote
Job Type: Full-Time/Part-Time
About Us:
We are a leading CPA firm with multiple locations, providing top-notch accounting, tax, and advisory services to clients across various industries. Our firm prides itself on professionalism, integrity, and personalized service. We are seeking a highly organized and personable Virtual Office Receptionist to support our team and clients. As the first point of contact for our clients and partners, you will play a key role in delivering exceptional service while ensuring seamless communication across our various office locations.
Job Summary:
The Virtual Office Receptionist will be responsible for handling phone calls, managing schedules, coordinating virtual meetings, and providing administrative support across multiple office locations. You will interact with clients, partners, and team members remotely, ensuring all inquiries are addressed professionally and efficiently. This is an ideal opportunity for someone with excellent communication and organizational skills who thrives in a dynamic, virtual work environment.
Key Responsibilities:
Answer, screen, and direct incoming calls to the appropriate office locations or team members. Take accurate messages and ensure timely follow-up with clients or staff across multiple locations.
- Scheduling & Calendar Management:
Coordinate appointments, meetings, and virtual consultations for clients and staff across different time zones and locations. Ensure the master calendar is up-to-date for all internal and external meetings.
- Email & Communication Support:
Manage general inquiries via email and other communication platforms (e.g., Slack). Respond promptly and direct queries to the appropriate department or individual.
- Client Onboarding & Appointment Coordination:
Schedule consultations for new and existing clients, ensuring a smooth onboarding process. Coordinate meetings between clients and our tax, accounting, and advisory teams.
- Document & File Management:
Assist with organizing, filing, and retrieving electronic documents. Ensure client data and records are managed according to firm policies and confidentiality standards.
- Virtual Meeting Coordination:
Assist with setting up and managing virtual meetings (via Zoom, Microsoft Teams, etc.) for clients and staff, ensuring all participants are prepared and have the correct meeting links and materials.
- Customer Service & Client Relations:
Act as a friendly and professional point of contact for clients, addressing inquiries and directing them to the right department (tax, accounting, audit, etc.) as needed. Ensure a positive experience at every interaction.
Assist with various administrative tasks, such as preparing reports, handling invoicing, scheduling reminders, and assisting with project management when needed.
- Multi-location Coordination:
Work with team members from multiple locations, ensuring smooth communication across the firm’s different offices. Maintain clear, consistent communication and documentation to support our distributed teams.
Required Skills & Qualifications:
- Experience in a Customer-Facing or Administrative Role:
Experience as a receptionist, administrative assistant, or customer service representative, preferably in an accounting, legal, or professional services environment.
- Strong Communication Skills:
Excellent verbal and written communication skills. Ability to interact with clients and colleagues professionally and clearly, particularly in a virtual environment.
Proficiency with virtual communication and office tools, such as Zoom, Microsoft Office Suite, Google Workspace, and client management platforms. Experience with virtual phone systems is a plus.
- Attention to Detail & Organizational Skills:
Strong organizational skills with the ability to juggle multiple tasks, track appointments, and manage documents in a fast-paced environment. Experience with calendar management and scheduling across multiple locations or teams is a plus.
- Customer Service-Oriented:
A friendly, client-focused attitude with a commitment to providing high-quality service in all client interactions.
- Remote Work Experience (Preferred):
Previous experience working remotely in a virtual setting, with the ability to stay organized and productive without direct supervision.
Preferred Qualifications:
- Experience in a CPA or accounting firm, or knowledge of the industry’s terminology and operations.
- Familiarity with client management or accounting software such as QuickBooks, Xero, or similar.
- Bilingual or multilingual skills are a plus.
Work Environment & Conditions:
- This is a remote position with the flexibility to work from home.
- Availability during business hours, with flexibility to cover different time zones and ensure timely communication across multiple office locations.
- A reliable internet connection and a professional workspace conducive to virtual meetings are required.
Benefits:
- Competitive salary and compensation package.
- Flexible work hours and remote work.
- Opportunities for professional development and growth.
- Health and wellness benefits (if applicable).
- Paid time off and holidays.
If you're an organized, customer-oriented individual with the ability to manage multiple tasks in a fast-paced environment, we would love to hear from you. Join our dynamic team and become an essential part of a growing CPA firm with a reputation for excellence!
Job Type: Full-time
Pay: $16.00 - $17.75 per hour
Expected hours: 8 per week
Schedule:
Application Question(s):
- Please list any experience working with Customer Relationship Management (CRM) software:
Experience:
- Customer service: 1 year (Preferred)
Work Location: Remote
