Job Summary / Objective

The Administrative/Accounting Assistant will perform clerical and administrative duties in an autonomous manner, such as answering telephones, receiving the public, and providing customer assistance. This role is also responsible for several accounting functions including: invoicing shipments, processing accounts payable invoices, following up on receivables, and other duties as assigned. The ideal candidate is highly detailed and confident, with a great work ethic, and a proactive approach to problem-solving. To be successful in this role, we are seeking someone who excels at multitasking in a high volume, fast-paced, constantly changing work environment.

Essential Job Functions and Duties

• Manage the front desk entrance by greeting visitors and directing them to the appropriate personnel.

• Answer telephone calls in a timely, professional, and friendly manner and direct them to the appropriate department.
• Receive, organize and distribute incoming mail.
• Manage stock of office supplies, kitchen supplies and common rooms.
• Prepare conference rooms for scheduled meetings.
• Provide clerical support to the accounting department for various A/P and A/R tasks, including:
  • Manage AP email and process
    • Code payables invoices
    • Coordinate invoice approvals with appropriate personnel
  • Invoice and confirm outgoing shipments at shipping dock
  • Receive incoming inventory
  • Process warehouse transfers
  • Enter sales orders from customer PO’s and incoming orders
  • Receive and post payments; follow up on aged receivables
  • Send customer invoices and statements
• Provide administrative support and materials to various departments and functions, which may include shipping/receiving, marketing, sales, design/engineering, human resources, customer service and finance.

• Other duties as assigned

Required Competencies

• Proficient in business computer applications, including but not limited to: iOS, Microsoft Office Professional, Excel, Word, Google Suite including Drive, Sheets, etc.

• Extensive knowledge of office management procedures.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• High attention to detail.

• Experience with inventory software

• High School Diploma

• 3-5 years experience with A/P and A/R functions

Preferred Education and Experience

• Associates Degree (Preferred)

Additional Eligibility Requirements

• Post Offer Background check and drug screening may be required

Work Schedule / Travel (select correct options or update accordingly)

• Normal office hours are Monday - Friday, 8AM – 4:30PM

• Prolonged periods of sitting at a desk and working on a computer.

• Full-time Onsite Required

• Must be able to lift up to 25 pounds.

Direct Reports

• None

Other Duties