Administrative Assistant / Receptionist

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.