Administrative Assistant / Receptionist

Job description

Mowery & Schoenfeld is a Top 150 accounting and advisory firm dedicated to providing exceptional and comprehensive services to our clients and unmatched opportunities for our employees. We are seeking a detail-oriented, service-focused Administrative Assistant / Receptionist to serve as the first point of contact for clients, visitors, and team members. This role manages reception operations, mail and shipping functions, billing support, records management, and a variety of administrative tasks that help ensure the smooth operation of the office. The ideal candidate is highly organized, proactive, professional, and able to manage multiple priorities while providing excellent service. Essential Responsibilities · Answer and direct incoming phone calls. · Greet and assist visitors in a professional and welcoming manner. · Monitor voicemail and forward messages to the appropriate team members, copying designated personnel as needed. · Accept and distribute deliveries. · Check the secure box outside the office front door at least once each day. · Check the office mailbox, sort incoming items, and distribute mail. · Prepare certified mail forms and express mail when needed. · Scan and distribute mail for remote employees as needed. Document & Records Management · Monitor incoming faxes, name and route documents to the appropriate recipients, move completed items to the distributed faxes folder, and delete spam. · Scan certified mail receipts and return receipt cards together and distribute them to the individuals indicated on the forms. · Scan, save, and organize designated monthly investment statements and update the related Excel tracking spreadsheet. · Update client information in the firm system as directed, including contact information. Shipping & Logistics · Arrange outbound shipments through USPS, UPS, and FedEx. · Enter shipment tracking numbers in the related project within the firm system. · Maintain copies of shipping labels and confirm delivery before closing shipment records. Billing & Accounting Support · Review approved invoices, print them, and complete mailed invoice processing, excluding invoices assigned to designated team members. · Prepare monthly retainer billing at the beginning of each month. Office Operations · Monitor and replenish supplies and beverages in conference rooms · Complete miscellaneous administrative tasks and special requests as assigned. Required · High school diploma or equivalent. · Administrative, receptionist, office coordination, or customer service experience. · Strong verbal and written communication skills. · Proficiency with Microsoft Outlook, Excel, and Word. · Excellent organization, accuracy, and attention to detail. · Ability to manage multiple priorities and handle confidential information professionally. · Dependable, service-oriented approach and ability to work independently and collaboratively. Preferred · Experience in a professional services, financial services, legal, or accounting environment. · Experience with billing, invoicing, payment processing, mail operations, shipping platforms, or client database systems. · Familiarity with document scanning, electronic filing, and spreadsheet tracking. Key Competencies · Professional communication and client service · Organization and time management · Accuracy and attention to detail · Initiative and problem-solving · Confidentiality and dependability Adaptability and teamwork Mowery & Schoenfeld, LLC is an accounting and advisory services firm headquartered in Lincolnshire, Illinois, with satellite offices in the Chicago Loop, Downtown Miami, and the Philippines. Our organization is focused on providing personalized service to each client, building a lasting and trusted relationship. Made up of 20 partners and over 200 total employees, Mowery & Schoenfeld ranks among the top ten firms in Illinois and recently named one of the largest accounting firms in Chicago by Crain’s Chicago Business. We take culture seriously by providing a supportive environment focused on growth. Our Firm has been named a Best Firms to Work For by Accounting Today, a Best Firms for Women by Accounting Today, and a Best Place to Work in Chicago by Crain’s Chicago Business. Mowery & Schoenfeld offers comprehensive tax, assurance, transaction advisory, outsourced accounting, wealth management, international onboarding, and business advisory services. Through our M&S Cares program, we prioritize giving back and provide opportunities for our team to support our larger community. We are grateful to be recognized with the Illinois CPA Society's Time and Talent Public Service Volunteerism Award, awarded to only one firm each year. We are always looking for employees with a focus on growth, community, and superior client service to join our team. Mowery & Schoenfeld is an equal opportunity employer. We do not discriminate against any employee or job applicant because of race, color, religion, national origin, sex, physical or mental disability, or age.