Receptionist/Bookkeeper - Direct Assistant to the Owner

Job Title: Receptionist/Bookkeeper & Executive Assistant to the Owner

Company: Powder-X Coating Systems

Job Type: Full-time

NOTE: In Person interviews to be held on Thursday October 10 and Friday October 11. Submit resume along with a cover letter stating specific interview availability.

Job Description:

Are you an organized, detail-oriented professional with a knack for multitasking? Powder-X Coating Systems is seeking a Receptionist/Bookkeeper & Executive Assistant who will work directly with the owner to keep our office running smoothly and our finances in order. This unique role combines front desk responsibilities, bookkeeping functions, and direct support to the owner, providing an opportunity for growth and hands-on experience in multiple aspects of the business.

Responsibilities:

Receptionist Duties:

• Greet all office guests warmly and ensure they have a positive experience.
• Manage, clean, and organize the front desk and reception area to maintain a professional appearance.
• Answer phone calls and direct inquiries efficiently while providing top-notch customer service.
• Schedule meetings, client visits, and company events, coordinating with both internal and external parties.
• Collect and sort mail and packages, distributing them promptly.
• Stock and maintain office supplies in the copy rooms, snack room, and lounge.
• Provide administrative support to the owner and team members as needed, including drafting correspondence and handling routine office tasks.
• Handle customer and vendor questions, either resolving them directly or forwarding them to the appropriate contact.

Bookkeeping Duties:

• Administer weekly payroll accurately and on time.
• Research and process invoices, managing accounting rejects and discrepancies.
• Balance ledger accounts with minimal supervision, ensuring all records are current and correct.
• Contact vendors about submitted or past-due invoices, resolving payment issues.
• Set up new vendors for payment processing and assist with vendor-related questions.
• Reconcile account balances and manage monthly financial reports.
• Meet deadlines for entering bills and paying vendors, maintaining compliance with company policies.
• Process invoices and manage payments for company accounts, ensuring financial obligations are met.

Assistant to the Owner Duties:

• Work closely with the owner, providing administrative support such as managing schedules, coordinating travel arrangements, and organizing meetings.
• Handle confidential information with discretion and integrity, maintaining privacy in all interactions.
• Assist with special projects as directed by the owner, taking on varied tasks that support company goals.
• Liaise with team members on behalf of the owner to ensure smooth workflow and communication across departments.

Job Requirements:

• Minimum of 2 years of experience with QuickBooks Online.
• Strong organizational skills with the ability to multitask and prioritize in a fast-paced environment.
• Excellent communication skills, both written and verbal, to interact professionally with customers, vendors, and coworkers.
• Proven ability to maintain confidentiality of files, conversations, and documents.
• Proficiency in spreadsheet applications and general computer skills.
• Professionalism, including conflict resolution skills and the ability to create a positive experience for guests and team members.
• Detail-oriented, especially when finding errors, researching solutions, and finalizing duties.

Skills & Experience:

• Proficient in QuickBooks Online
• Able to manage time effectively and set work priorities based on daily and monthly workflow.
• Experience in office administration and front desk management.
• Courteous, professional, and adept at creating a welcoming office environment.
• Strong problem-solving skills and the ability to handle multiple projects simultaneously.

Benefits:

• Competitive salary with growth potential.
• Directly support the owner, providing insight into business operations.
• Opportunities for professional development in a dynamic work environment.

If you are ready to take on a diverse role that blends reception, bookkeeping, and executive assistance, we encourage you to apply to join the team at Powder-X Coating Systems!

Job Type: Full-time

Pay: $20.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off

Physical Setting:

• Office

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Supplemental Pay:

• Overtime pay

Ability to Relocate:

• Manchester, TN 37355: Relocate before starting work (Required)

Work Location: In person

Salary : $20