Office Coordinator

Position Overview

Jade Fiducial is seeking a highly organized and proactive Office Coordinator to support the day-to-day operations of our New York branch. This role is essential in ensuring smooth office functioning, supporting administrative processes, and contributing to client communications and financial operations. The ideal candidate is detail-oriented, reliable, and able to manage multiple priorities in a fast-paced professional environment.

Main Responsibilities:

• Maintain and restock office supplies, groceries, and equipment
• Facility oversight, ensure the office is organized, functional, and welcoming
• Support property management tasks for the building as needed (coordinate with vendors, report maintenance issues, monitor shared spaces)
• Prepare documents and perform data entry
• Maintain and update filing systems (digital & physical)
• Manage documents from shared drives (e.g., tax organizers)
• Conduct ad-hoc projects as requested by the Branch Manager.
• Support client communications (tax season reminders, newsletters, updates) and onboarding
• Prepare invoices and process payments (checks & credit cards)
• Track deposits and maintain billing records
• Follow up on outstanding invoices and support collections (A/R)
• Plan and coordinate office events and internal activities
• Assist the Marketing & Communication Specialist as needed

Desired Skills/Experience/Attributes

• 2+ years of experience in office administration or coordination. A prior experience in a CPA/Accounting firm is highly preferred.
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite with advanced Excel knowledge, at ease with digital tools.
• Ability to handle sensitive information with discretion
• Strong organizational and multitasking skills
• Detail-oriented with strong follow-through and problem-solving skills
• Experience with billing or accounts receivable is a plus
• Bi-lingual in French. This is not required but would be a great plus.