FRONT DESK & ACCOUNTING COORDINATOR

Description

MAIN OBJECTIVE

In this role, you will be responsible for managing front desk operations and providing administrative support while also assisting with accounting tasks. This role must build and maintain a strong rapport with all internal departments as well as outside customers, vendors, and visitors.

MAJOR RESPONSIBILITIES

FRONT DESK

• Answer, screen, and forward incoming phone calls to appropriate internal resources while always maintaining a positive and upbeat attitude and tone.
• Serve visitors by greeting, welcoming, directing them appropriately, and notify team members of visitor arrival in a professional and friendly manner.
• Follow up, when requested, to ensure that appropriate changes were made to resolve customers' problems.
• Keep records of customer interactions or transactions, recording details of inquiries, complaints, or comments, as well as actions taken.
• Monitor and maintain security and telecommunications system. Maintain security by following procedures, monitoring visitor logbook, and issuing visitor badges when needed.
• Maintain front office and breakroom supplies and keep inventory of stock.
• Update Employee and visitor screen content with relevant information regularly and keep a safe and clean reception area.
• Receive, sort, and distribute daily mail/deliveries. Manage CFX Conference Room schedules.
• Perform other clerical duties such as filing, photocopying, faxing, or other projects from all internal departments.

ACCOUNTING- ACCOUNTS PAYABLE & RECEIVABLE

• Maintain customer (AR) and vendor (AP) information including adding new vendors to all systems, addresses, banking info, billing info, sales tax certificates, certificates of insurance, W-9, payment terms, etc.
• Process incoming vendors invoice via 3-way matching: PO to Receiver to Invoice
• Monitor AP & AR emails.
• Keep track of invoices without receivers/incorrect quantity and meet with internal teams to resolve issues.
• Upload processed invoices to Cashflow for weekly payment.
• Create invoices to send to customers with correct information which include pricing, quantity, billing details, sales tax, shipping cost, etc.
• Follow up on aging invoices and report and send out late interest fees.
• Assist with shipping orders & PL creation.
• Follow up with the Customer Service Team on orders with missing information that may need a change order.
• Generate reports and assist with financial analysis as needed.
• Required to follow all company Safety Rules and Procedures. (including but not limited to PPE)
• Required to maintain consistent and acceptable attendance according to the assigned schedule provided by the manager as well as the Team Member Handbook.
• Meet departmental goals and defined key performance indicators (KPIs).
• Other duties as assigned.

Qualifications

• High School Diploma or equivalent required. Continuing education in an Account field is preferred.
• A minimum of 2 years in a similar role and/or in an office environment.
• A basic understanding of logistics and distribution industry standards and lingo is required.
• A high-energy positive and self-started attitude.
• Ability to work effectively in a fast-paced environment and complete a wide variety of tasks.
• Proficiency in Microsoft Office Suite and accounting software (e.g., QuickBooks, SAP).
• Competency in basic math operations and familiarity with financial documents is required.
• Ability to maintain confidentiality and keep information secret when necessary is required.

SKILLS/COMPETENCIES

• Attention to detail and high level of accuracy with the ability to pay attention to the minute details of a task as well as handle multiple priorities and adapt to changing situations.
• Ability to multi-task, organize and prioritize time, and meet deadlines.
• Ability to maintain a positive and professional attitude at all times in a dynamic work environment.
• Ability to apply common sense understanding to carry out detailed instructions.
• Proficient in INFOR, Smartsheet, SharePoint, Accounting Software(s) and websites, Microsoft Word, Excel, and Outlook.
• Excellent communication skills, both verbal and written.
• Works well under pressure and meets tight deadlines.
• Strong quality orientation in a fast-paced environment.
• Willingness to collaborate with colleagues and contribute to a positive work environment.
• Commitment to maintaining confidentiality, integrity, and ethical standards in handling financial information.
• Ability to read, speak, and understand documents in English.
• Possesses the ability to understand and follow instructions.
• Ability to work collaboratively and well with teammates.