Front Desk Receptionist

Essential Functions

• Greet visitors, determine the purpose of their visit, and direct them to the appropriate individual or department.
• Answer, screen, and route incoming telephone calls in a professional manner.
• Monitor shared email accounts and distribute correspondence as appropriate.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Prepare outgoing mail and coordinate courier or shipping services.
• Maintain the reception area and other shared office spaces in a professional and orderly condition.
• Schedule appointments, coordinate meetings, and assist with maintaining calendars.
• Prepare letters, reports, spreadsheets, forms, and other business documents.
• Maintain electronic and paper filing systems.
• Order and monitor office supplies and assist with vendor coordination.
• Provide general administrative support to management and other departments as needed.

Accounting Support

• Aid in processing accounts payable and accounts receivable transactions.
• Enter invoices, payments, receipts, and other financial information into the appropriate accounting system.
• Review invoices and supporting documentation for completeness and accuracy.
• Prepare customer invoices and statements as directed.
• Aid in matching purchase orders, invoices, receiving documentation, and payment records.
• Maintain organized and accurate accounting files and supporting documentation.
• Aid in payment follow-up and communicate with customers or vendors regarding routine account questions.
• Prepare deposits and record incoming payments as assigned.
• Aid in credit card and account reconciliations.
• Support month-end reporting and other accounting activities as requested.
• Maintain confidentiality of financial, employee, customer, and company information.

Qualifications

• A high school diploma or equivalent is required.
• An associate degree or relevant coursework in accounting, business administration, or a related field is preferred.
• Previous experience in a receptionist, administrative, bookkeeping, or accounting support role is preferred.
• A basic understanding of accounts payable, accounts receivable, invoicing, and general accounting practices is required.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel, is required.
• Experience with accounting or enterprise resource planning software is preferred.
• Strong organizational skills and attention to detail are essential.
• Effective written and verbal communication skills are required.
• The ability to manage multiple priorities and meet deadlines with minimal supervision is important.
• A professional demeanor and customer-service orientation are necessary.
• The ability to handle confidential information with discretion is required.