Receptionist & Accounting Assistant- Seasonal

MIDWEST GROUNDCOVERS, LLC

SEASONAL RECEPTIONIST / ACCOUNTING ASSISTANT

Midwest Groundcovers is seeking a full-time Seasonal Receptionist / Accounting Assistant to join our team at our St. Charles nursery and work with us during our busy season from April through October.   This is a great opportunity for an individual who enjoys interacting with people, is dependable, likes to be organized, has strong computer skills, and wants to be part of a great culture.

The Seasonal Receptionist / Accounting Assistant is the first point of contact and first impression of Midwest Groundcovers.   It is crucial that customers are greeted in a friendly and professional manner.  The person in this role also performs routine duties and provides ongoing support to the accounting team.  The Seasonal Receptionist / Accounting Assistant must be able to juggle several tasks at once while maintaining a customer service attitude. 

Duties and Responsibilities:

• Answer incoming telephone calls and greet visitors in a professional and friendly manner. Determine the purpose of the call or visit and direct them to the appropriate party.  This includes taking messages, transferring calls to extensions, answering general questions about the organization, providing driving directions to our facility, and directing carriers to appropriate locations for pick-ups and deliveries.
• Maintain contacts and contact lists in the phone system.
• Maintain and distribute company phone directory.
• Provide job applications to potential job candidates and direct them to in-person interviews.
• Assist employees with electronic conference room reservations.
• Sort, prioritize, and distribute incoming mail and packages.
• Prepare shipping labels for outgoing packages.
• Maintain and order office supplies as needed. 
• Assist the Invoicing Coordinator by organizing and preparing customer orders for invoicing, responding to customer inquiries, and mailing invoices and monthly customer statements.  Perform daily customer invoicing duties as needed.  
• Assist the Accounts Payable Coordinator with filing vendor invoices, reconciling vendor statements, and mailing payments.
• Prepare, distribute, and post various sales reports on a recurring basis.
• Maintain written procedures for this role.

Required Skills:

• Professionalism – Demonstrates tact, respect, and accountability in all interactions. Maintains composure under pressure and follows through on commitments.
• Dependability – Adheres to work schedules, arrives on time, and remains flexible for overtime and rotating Saturday shifts.
• Teamwork – Welcomes diverse perspectives, provides and accepts feedback, fosters a positive team environment, and prioritizes collective success.
• Communication – Speaks and writes clearly, actively listens, adapts messaging to the audience, and presents information effectively.
• Customer Service – Engages with customers professionally and empathetically. Responds promptly to needs, seeks feedback for improvement, and ensures timely resolution of requests.

Education & Experience Prerequisites:

• High school diploma or equivalent.
• Experience with accounting and/or ERP systems.
• Experience with Microsoft Office applications, including Excel, Word, and Outlook.
• Coursework in accounting is a plus.
• Spanish language skills are a plus.
• Availability to work several Saturdays between April and June.