What are the responsibilities and job description for the Client Service Coordinator position at Somich & Associates CPAs?
The Client Service Coordinator serves as a key point of contact for clients, visitors, and the Somich & Associates CPAs team. This position combines front desk/reception responsibilities with administrative and client service support to ensure a professional, welcoming, and efficient experience for everyone who interacts with the Firm.
Essential Responsibilities
Reception & Front Desk
- Serve as the primary receptionist and welcoming face of Somich & Associates CPAs.
- Greet clients, visitors, candidates, vendors, and other guests in a friendly and professional manner.
- Answer, screen, and direct incoming telephone calls.
- Respond to general inquiries and direct questions to the appropriate staff member.
- Manage the reception area and ensure it remains clean, organized, and professional.
- Monitor and manage visitors entering the office.
- Receive and distribute mail, packages, deliveries, and other correspondence.
- Coordinate outgoing mail and shipping as needed.
- Maintain visitor and appointment awareness.
- Offer refreshments and provide appropriate hospitality to clients and visitors.
- Assist with meeting room scheduling and preparation.
- Maintain office calendars and coordinate appointments as assigned.
Client Service
- Provide a high level of customer service to clients and visitors.
- Assist clients with general requests and ensure questions are directed to the appropriate team member.
- Receive client documents and packages and ensure they are routed appropriately.
- Assist with client document drop-off and pickup procedures.
- Help coordinate client meetings and appointments.
- Support a positive, professional client experience from arrival through departure.
- Maintain confidentiality when handling client and Firm information.
- Build positive relationships with clients while maintaining appropriate professional boundaries.
Administrative Support
- Provide administrative assistance to Firm leadership and staff as assigned.
- Assist with scanning, copying, filing, printing, mailing, and document preparation.
- Assist with maintaining electronic and physical files.
- Order and maintain office, kitchen, and reception supplies.
- Monitor office supply inventory and manage replenishment needs.
- Assist with scheduling meetings, coordinating events, and preparing meeting materials.
- Assist with employee events, Firm functions, and special projects.
- Support administrative processes and projects during tax season and other busy periods.
- Perform other administrative duties as assigned.
Firm Culture & Team Support
- Represent the Firm in a manner consistent with Somich & Associates CPAs’ professional standards and culture.
- Demonstrate a positive, helpful, and team-oriented attitude.
- Work collaboratively with administrative, tax, accounting, and leadership teams.
- Maintain professionalism and composure during periods of high activity.
- Be proactive in identifying ways to improve the client and employee experience.
- Contribute to a welcoming and positive workplace environment.
- Demonstrate flexibility and willingness to assist wherever needed.
Qualifications
Required:
- High school diploma or equivalent.
- Previous experience in reception, administrative support, customer service, hospitality, or a related role.
- Excellent verbal and written communication skills.
- Strong interpersonal and client service skills.
- Professional and polished demeanor.
- Strong organizational and time-management skills.
- Ability to manage multiple tasks and priorities.
- Proficiency with MS 365 Suite, Google Suite, Teams and other standard office technology.
- Ability to maintain confidentiality and exercise sound judgment.
Preferred:
- Experience in a professional services environment, particularly accounting, legal, financial services, or another client-focused industry.
- Experience working in a CPA firm or other professional office.
- Familiarity with electronic document management systems and client portals.
Physical & Work Environment
This is primarily an in-office position requiring regular interaction with employees, clients, visitors, and vendors. The position may require periods of sitting, standing, walking throughout the office, lifting or moving office supplies and packages, and operating standard office equipment.
Disclaimer
This job description is intended to describe the general nature and level of work performed in this position. It is not intended to be an exhaustive list of all responsibilities, duties, qualifications, or requirements. Responsibilities may be modified or expanded based on the needs of Somich & Associates CPAs.