Website Lopez Tax Service

High Standards and Excellent Service

Receptionist/Administrative Assistant- job post
Lopez Tax Service, Inc.
Soledad, CA
From $16 an hour – Full-time

Job details

Salary
From $16 an hour

Job Type
Full-time

Number of hires for this role
4

Qualifications
High school or equivalent (Preferred)
receptionist/data entry: 3 years (Preferred)

Full Job Description
RECEPTIONIST JOB DESCRIPTION

KEY RESULT AREAS Key Result Activities

AMBASSADOR

1. Represents the company
2. Make the first impression
3. Greeting clients within 3 seconds
4. Answer phone within 3 rings
5. Provide clients with necessary information
6. Reports to corporate
7. Diplomat/establishes customer relationships

COORDINATE WORKFLOW

1. Distribute clients properly
2. Keep front end running smooth at all times
3. Facilitating appointments and walk-ins
4. Maintain client sign in sheet
5. Directs angry/upset client to correct preparer
6. Preparing and distributing EF checks
7. Calling clients to pick up EF checks
8. Do not open company mail, UPS, FedEx, etc. deliver to PIC as soon as it is received in the office.

RESPOND TO PERSON IN CHARGE

1. Notify the person in charge of any equipment issues (TV, Copier, Fax, etc.)
2. Notify deficiency in co-workers to appropriate manager a. Refuses to take clients b. Did not call clients back within 24hrs c. Refuses to do drop offs

3. If you use the last supply notify person in charge
4. Assist in all office operations as needed and directed by PIC

OFFICE PRODUCTIVITY

1. Retrieve messages from voicemail, take and distribute appropriately and efficiently (voicemail, e-mail, etc)

2. Retrieve voicemail messages via email

3. Distribute messages via email a. Phone b. Voicemail

4. Manage multiple phone calls efficiently a. When on a call place on hold to answer phone b. Transfer of take message via email

5. Take care of all phone calls in one minute
6. Make sure all bookkeeping and tax returns have invoices and receipts
7. Keep all folders in alphabetical order
8. Assisting with clerical duties as needed (faxing, copying, etc)
9. Assisting in office supply distributing, stocking, ordering (toner, paper, etc.)
10. Must maintain the drop off log a. 24hr call back (preparer) b. Send email to preferred preparer

11. Drop offs (includes sales tax, tax returns, bookkeeping, additional information, etc.) a. Client request b. Rotation

12. Know everybody’s schedule
13. Report to person in charge to correct situation

INSIDE COMPLAINTS / SUGGESTIONS

1. Responds to person in charge first
2. Responds to Human Relations/ Mr. Martinez
3. Co-worker issues a. Inappropriate language, b. Inappropriate jokes c. Inappropriate behavior d. Harassment

IMAGE MANAGER / PUBLIC RELATIONS

1. Maintain reception area presentable and inviting a. Vacuuming b. Taking out garbage c. Cleaning windows d. Keeping desk clean e. Straightening out the carpets

2. Professional appearance (follow the dress code)
3. Good personal hygiene
4. Safety issues (obstructions, boxes, plastic rings, open lids etc)
5. Make sure electronic billboard is up and running

CULTURE MANAGER

1. Understand and apply LTS mission statement
2. Fully comply with the company Code of Ethics
3. Customer driven / provide best service possible

4. Make sure customer experience reflects company culture

RECEPTIONIST / TAX PREPARER

1. Take care of notary first (use counter if necessary)
2. Place notary between tax appointments
3. When doing a notary notify person in charge to answer phone calls

MONEY HANDLING

1. All money must be in a money envelope at all times and turned in to the PIC before your lunch break and the end of your shift.

2. All money must be in a locked workstation drawer at all times, including breaks.
3. Talley cash, credit card slips, and checks at the end of your shift and turn into the PIC
4. You are responsible for any shortages in your money envelope
5. Fill our company receipts properly (make sure you give correct change and receive correct amount of cash)
6. If change is needed, ask PIC
7. You will receive money for other preparers, bookkeepers, etc., make sure you properly fill out the receipt, collect the correct amount and keep it in your money envelope.
8. Request a new receipt book from your PIC when used up,

QUALIFICATIONS

 Bilingual (Preferred)
 Excellent customer service skills
 Should be customer service driven
 Attention to details
 Stress tolerance
 Must possess basic math and money handling skills
 Ability to be efficient and productive in a fast-paced environment
 Willingness to learn and adapt to a busy office environment
 Type at least 35 words a minute
 10 key skill
 Answer phones on a multiple phone line system
 Knowledge of business English, spelling and math
 Excellent phone etiquette
 Manage time effectively
 Able to multitask
 Must be a team player
 Professional appearance
 Ability to work independently and unsupervised
 Outgoing
 Enthusiastic
 Knowledge of basic tax law and regulations

RESPONSIBILITIES AND TASKS

 Greet clients (within 3 seconds), remember you make our first impression

 Answer multiple phone lines in a timely, courteous manner
 Make sure TV is always on
 Maintain reception area presentable and inviting
 Keep the front running smooth
 Will take and retrieve messages for various personnel
 Provides callers with information such as company address, directions to the company location nearest them, company fax numbers, company website, and other related information
 Assists in the ordering, receiving, stocking and distribution of office supplies
 Facilitating appointment scheduling for tax returns and bookkeeping clients
 Assigning walk-ins to bookkeepers and/or tax preparers
 May also assist with other related clerical duties such as photocopying, faxing, filling, collating, organizing
 Notify office manager if there is any issue with a copier, fax machine etc.
 Train other employees on procedures and methods to welcome and distribute the clients to the preparers
 Coordinate workflow

EDUCATION AND EXPERIENCE

 High school diploma or equivalent (G.E.D.)
 Minimum 1 year of relevant experience and/or training, or equivalent combination of education and experience.
 Able to work collectively with the administrative team associates
 Excellent verbal and written communication skills. Possess exceptional interpersonal communication skills.
 Proficient in Microsoft Word, Outlook, Excel, and internet.

PERFORMANCE EVALUATIONS

 You will be evaluated on how well you complete the Key Result Activities

WORKPLACE CONDITIONS

 May need to handle dusty papers
 People with asthma or allergies should take precautions around dusty files
 Lifting and carrying is required

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Disability insurance
  • Employee assistance program
  • Employee discount
  • Flexible schedule
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Paid time off
  • Parental leave
  • Professional development assistance
  • Referral program
  • Retirement plan
  • Tuition reimbursement
  • Vision insurance

Schedule:

  • 8 hour shift
  • Day shift
  • Holidays
  • Overtime
  • Weekends

Supplemental Pay: Bonus pay/ Commission pay/ Tips

COVID-19 considerations:
YES, we require masks. hand sanitizer stations and we clean the offices every night

Education: High school or equivalent (Preferred)

Experience: Receptionist/data entry: 3 years (Preferred)

Work Location: Multiple locations

Work Remotely: No

Upload your CV/resume or any other relevant file. Max. file size: 128 MB.


You can apply to this job and others using your online resume. Click the link below to submit your online resume and email your application to this employer.

Translate »