Receptionist Cum Office Assistant

Role Overview:

At our CA’s office, you will be the first point of contact for clients, visitors, and employees. Your role is crucial in maintaining a professional and efficient office environment. You will handle various administrative and accounting tasks and ensure smooth operations.

Responsibilities:

• Handling Inbound and Outbound Records:
• Receive and distribute incoming mail, DSC, packages, and courier deliveries.
• Maintain an organized system for outgoing correspondence of Post and DSC.
• Record Maintenance:
• Ensure proper filing and organization of documents, including client files, contracts, and agreements.
• Update and maintain records accurately.
• Client Meetings:
• Coordinate client meetings with partners.
• Prepare meeting rooms, arrange refreshments, and manage schedules.
• Phone Management:
• Answer incoming calls promptly and professionally.
• Record messages and direct calls to the appropriate employee.
• Handle general inquiries.
• IT Return Acknowledgment:
• Verify IT return acknowledgments with the portals and update the Tracking Sheets.
• Confirm successful filing with clients and send Invoices accordingly.
• If Post to Bengaluru is required, follow up on the same.
• Invoicing and Payment Follow-Up:
• Assist with invoicing processes.
• Follow up on outstanding payments.
• Handling Justdial and Other Enquiries:
• Respond to inquiries received via Justdial or other platforms.
• Provide accurate information to callers.
• Follow-up with New/Prospective Clients for Data
• Filing of Slip Books and Bank Entries:
• Maintain slip books and bank entries.
• Ensure accuracy and completeness.
• Stationery Management:
• Monitor stationery supplies (e.g., paper, pens, envelopes).
• Place orders as needed.
• Job Interview Scheduling:
• Coordinate job interviews for potential candidates.
• Communicate interview details and manage schedules.
• Reception Area Maintenance:
• Keep the reception area tidy and presentable.
• Ensure all necessary stationery and reading materials are available.
• Expense Records:
• Maintain updated records of office expenses and costs.
• Assist with expense reconciliation.
• General Tracking / Tracking Sheets for Returns:
• Create and maintain tracking sheets for GST, income tax, and other returns.
• Monitor deadlines and follow up with relevant teams.
• TAN/PAN/Aadhar-Pan linking Status
• Post / Courier Status
• New GST Application Tracking

14. Prepare Digital Signatures and ensure entire process is followed and Invoice accordingly.

15. Make sure the functioning of Office is smooth and any messages or improvements are conveyed to the Partners immediately.

This list outlines potential responsibilities, and it’s important to recognize that additional requirements from partners can be incorporated later as needed. The list should not be perceived as a restrictive mandate.

Qualifications and Skills:

• Excellent communication skills (verbal and written)
• Proficiency in MS Office (Word, Excel, Outlook)
• Organizational and multitasking abilities
• Professional demeanour and customer service orientation

We look forward to welcoming a dedicated and efficient staff to our team!