RECEPTIONIST/OFFICE ASSISTANT

Position Objective

The Receptionist / Office Assistant provides administrative, reception, and accounting support to ensure the efficient daily operation of the office. This role is responsible for front desk management, assisting with Accounts Payable (AP) and Accounts Receivable (AR) functions, maintaining records, and providing administrative support to multiple departments, including Accounting, Human Resources, Sales, and Quality.

Position Responsibilities

• Office Administration & Reception
• Answer and route incoming telephone calls to the appropriate team members.
• Transfer callers to voicemail or take and relay messages when associates are unavailable.
• Provide callers with general company information, including the company address, directions, fax numbers, website, and other related information.
• Greet visitors and direct them to the appropriate department or associate.
• Cut and sort, distribute, and prepare incoming and outgoing mail.
• Maintain a clean, organized, and professional reception and front desk area.
• Accounts Payable (AP)
• Scan and electronically file Accounts Payable invoices.
• Verify received goods against physical packing slips, identifying discrepancies, and scan packing slips for electronic filing.
• Reconcile assigned Accounts Payable vendor statements.
• Match and review invoices with printed checks to ensure proper documentation and approvals before mailing or distribution.
• Accounts Receivable (AR)
• Receive customer payments, prepare check and cash deposits, and submit them to the Accountant or Controller for posting.
• Maintain the Accounts Receivable past-due spreadsheet and contact customers by phone or email according to established collection procedures.
• Scan Bills of Lading (BOLs) and submit required documentation to customers.