Receptionist / Office Administrative Assistant (Bilingual Preferred)

Location: Grand Rapids MI
Employment Type: Part-Time
Compensation: Based on Experience
Schedule: Monday-Friday, Some Flexibility Required

About Us

We are a growing financial services firm dedicated to serving individuals and businesses throughout Michigan. We specialize in tax preparation, bookkeeping, payroll, accounting, business formation, insurance solutions, and other professional services. We pride ourselves on providing exceptional customer service while helping our clients achieve their financial and business goals.

We are seeking a motivated, organized, and professional Receptionist / Office Administrative Assistant to become an important part of our team. The ideal candidate will be responsible for supporting daily office operations, assisting current and prospective clients, maintaining accurate records, conducting follow-up calls, and ensuring an excellent customer experience from the first point of contact.

Position Summary

The Receptionist / Office Administrative Assistant serves as the first point of contact for clients and prospective clients. This position requires strong communication skills, attention to detail, professionalism, and the ability to multitask in a fast-paced office environment.

The successful candidate will assist with client intake, appointment scheduling, phone communications, data entry, lead follow-up, administrative tasks, and various office support functions.

Job Responsibilities

Client Relations & Customer Service

• Greet clients in person and provide professional customer service.
• Answer incoming phone calls and direct calls appropriately.
• Respond to emails, text messages, and client inquiries.
• Schedule appointments and maintain office calendars.
• Conduct new client intake and collect required documentation.
• Follow up with prospective clients regarding services and appointments.
• Maintain confidentiality of all client information.
• Assist clients with completing forms and required paperwork.

Administrative Support

• Enter client information accurately into company software and databases.
• Create and maintain electronic and physical client files.
• Scan, upload, organize, and manage documents.
• Prepare client packets and informational materials.
• Assist staff with administrative projects and reporting.
• Maintain office records and filing systems.
• Monitor office supplies and coordinate ordering when needed.
• Process incoming and outgoing mail.

Marketing & Lead Generation Support

• Contact prospective clients provided by the company.
• Send marketing materials and company information to leads.
• Follow up on inquiries from social media, website submissions, and referrals.
• Update lead tracking systems and notes.
• Assist with client retention and follow-up campaigns.
• Support community outreach and promotional activities when needed.

Office Operations

• Maintain a clean, organized, and professional office environment.
• Assist management with special projects and assignments.
• Coordinate communication between departments.
• Support bookkeeping, payroll, tax, insurance, and administrative teams as needed.
• Perform other duties as assigned to support business operations.

Qualifications

Required

• High school diploma or equivalent.
• Prior customer service, receptionist, administrative assistant, or office support experience.
• Strong computer skills.
• Excellent verbal and written communication skills.
• Professional appearance and demeanor.
• Ability to multitask and prioritize responsibilities.
• Strong organizational and time-management skills.
• Ability to work independently and as part of a team.
• Reliable transportation and attendance.

Preferred

• Bilingual (English/Spanish).
• Experience with QuickBooks.
• Experience with CRM or client management software.
• Experience working in a tax, accounting, bookkeeping, insurance, legal, or financial services office.
• Familiarity with Microsoft Office (Word, Excel, Outlook).
• Sales or lead follow-up experience.

Skills We Are Looking For

• Professional phone etiquette
• Customer service excellence
• Data entry accuracy
• Appointment scheduling
• Document management
• Problem-solving abilities
• Attention to detail
• Organizational skills
• Confidentiality and discretion
• Strong interpersonal communication

What We Offer

• Professional and supportive work environment
• Opportunity for growth and advancement
• Ongoing training and development
• Exposure to multiple areas of business operations
• Paid holidays and paid time off (if applicable)
• Performance-based bonuses available

How to Apply

Please submit your resume along with a brief summary explaining your administrative experience, customer service background, and why you believe you would be a good fit for our team.

We are looking for an enthusiastic, dependable individual who enjoys helping people and thrives in a fast-paced office environment.

Join a growing company where your contributions directly impact our clients and our success.