Virtual Receptionist for Accounting Firm

I’m looking for a dependable receptionist who can become the first point of contact for my accounting practice. Most of your day will revolve around answering incoming calls through Aircall, resolving routine inquiries on the spot, or smoothly transferring them to the relevant team member. Because we lean heavily on Outlook for day-to-day coordination, you’ll monitor the shared inbox, keep the calendar tidy, and send timely email confirmations.

Appointment slots are opened and managed in Calendly, so you’ll use that dashboard to lock in client meetings, reschedule when clashes arise, and make sure everyone—client and staff alike—receives the correct Zoom link and any pre-meeting document packs. When a client is still missing paperwork, you will follow up by phone, gently reminding them and noting the outcome in the file.

Ahead of each meeting, I’ll rely on you to assemble the relevant engagement letters, prior-year returns, or authority forms, then forward them for electronic signature. After a meeting, you’ll raise the invoice in Xero, send it through our secure portal, and confirm delivery. You’ll also help the Tax Manager and Senior Accounting Manager locate or request additional statements, bank feeds, and receipts whenever gaps appear during time-billing reviews.

Success in this role means our phones are answered within three rings, calendars stay accurate, document packs arrive before each appointment, and invoices go out the same day. If that sounds like a routine you can own, let’s talk.