Front Office Coordinator

Company Description

Pivotal Finance is an outsourced advisory, accounting, and tax firm focused on serving the unique needs of small and medium-sized businesses and their owners. Based in Auburn, AL, and serving hundreds of clients across the United States, we provide advisory, accounting and tax solutions on a fractional basis. 

We are building Pivotal a different way, unencumbered by the way CPA firms have traditionally supported their clients. Our approach is based on a few simple ideas: Build a team of engaged, talented accounting, finance, and tax professionals who are passionate about the work they perform. Empower them to solve our clients' biggest (or smallest) problems. Utilize technology to enhance the client experience and eliminate friction. Engage with the customer the way they want to be engaged.

It is this combination of talent, experience, and flexibility that allows us to be a pivotal member of the team for each of our clients.

Job Description

The Front Office Coordinator serves as the central administrative and front-office hub for Pivotal Finance, supporting members of the Partner team while ensuring the office operates smoothly and professionally day to day. As the first point of contact for the firm, this role sets the tone for the Pivotal experience - extending warm, professional hospitality to clients, visitors, and team members alike.

This position blends front-desk presence, administrative support, and internal operations coordination. The ideal candidate is detail-oriented, proactive, and naturally organized, with the ability to manage competing priorities, anticipate needs, and handle sensitive information with discretion. Positivity, integrity, confidentiality, and follow-through are essential, as this role plays a key part in keeping the firm running efficiently while supporting both client experience and internal team operations.

Candidates with backgrounds as an Administrative Assistant, Front Desk Coordinator, Receptionist, Office Manager, HR Coordinator, Intake Coordinator, Executive Assistant, Office Administrator, Client Services Specialist, Operations Coordinator, Practice Administrator, Patient Services Coordinator, or Intake Specialist may find this role particularly aligned with their experience.

Job Responsibilities

• Greet office visitors and direct them to the appropriate place
• Answer phones in a polite and professional manner, screening and directing calls appropriately
• Schedule and prepare for meetings to include reserving rooms and coordinating meals for attendees
• Perform a variety of administrative and clerical support tasks, such as sending emails, copying, scanning, filing, and record keeping
• Sort and distribute mail, ship and track packages, and keep a detailed record of all outbound mail
• Anticipate office supply needs, keeping inventory, ordering, and stocking as needed
• Utilize a CRM system to locate, create, and update client records
• Assist with event coordination, to include arranging in-house employee celebrations, socials, and an annual off-site Christmas party
• Work on special projects, as needed
• Perform specific HR administration-related activities, including:
  • Coordinate employee onboarding, including workspace setup, new hire kits, workspace readiness and team introductions
  • Answer employee inquiries regarding company policies, procedures, payroll, and benefits, to include guidance in benefit enrollment
  • Coordinate open enrollment process, processing benefit-related paperwork and ensuring collection of compliance documents (I-9, W-4, NDAs, e-verify, contracts)

Qualifications

• High School diploma required; Associate's Degree or equivalent experience is a plus
• Dependability and a professional demeanor
• Excellent customer service skills
• Excellent phone, written, and verbal communication skills
• Excellent proofreading, grammar, and punctuation skills
• Strong attention to detail and focus on accuracy
• Ability to multitask
• Ability to work independently and as part of a team
• Proficiency in Microsoft Office applications
• Competence with technology and learning new software applications, such as workflow software and CRMs
• Experience with various office machines: multi-line phone, copier, scanner, and fax
• Human Resources experience is a plus
• Basic Accounting knowledge is a plus
• Prior receptionist experience a plus

Additional Information

Pivotal Finance provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, citizenship status, age, disability, or any other category protected under applicable law. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

This job posting is being managed by Forrest Johnson Recruiting on behalf of Pivotal Finance