Accounts Payable / Reception

Position Summary:

The primary responsibility of this position is to provide daily processing and management of expense/vendor accounts payable for the Company, and to perform receptionist duties for the Company’s headquarters facility. Vendor invoices are processed for payment by reviewing invoices, purchase orders, receiving documents and related documentation for accuracy and integrity.

Job Duties and Responsibilities:

1. Accounts Payable

• Process vendor and expense invoices accurately and timely in accordance with company policies and established procedures.
• Review invoices, purchase orders, receiving documents, and related records for completeness, accuracy, pricing, quantities, and proper authorization.
• Research, document, and resolve invoice, pricing, quantity, and payment discrepancies by working with internal departments and vendors.
• Analyze costs and supporting documentation prior to payment processing.
• Perform account reconciliations and maintain accurate vendor records.
• Complete daily, monthly, and year-end balancing and reconciliation activities.
• Maintain organized paper and electronic accounts payable records while ensuring documentation accuracy and retention.
• Prepare reports and provide information supporting accounting functions as requested.
• Assist operations with vehicle and property insurance claim administration.
• Provide backup support for other accounting department functions as needed.

2. Reception and Administrative Support

• Serve as the first point of contact for visitors, customers, vendors, and callers while maintaining a professional and courteous demeanor.
• Answer and direct incoming multi-line telephone calls accurately and efficiently.
• Greet visitors, verify identification when required, issue visitor access, and notify appropriate personnel of arrivals.
• Maintain visitor logs and assist with facility access and front desk security procedures.
• Coordinate front desk activities and maintain an organized, professional reception area.
• Maintain the Company's electronic In/Out board and assist with employee location tracking as appropriate.
• Schedule and confirm appointments, meetings, and conference room reservations.
• Maintain company calendars and assist with meeting coordination.
• Sort, distribute, and process incoming and outgoing mail, packages, courier deliveries, and overnight shipments.
• Perform copying, scanning, filing, data entry, emailing, and other administrative support functions.
• Maintain office snack, beverage, and reception area supplies and coordinate replenishment as needed.
• Provide general administrative support as needed.
• Perform other duties as assigned.

Minimum Qualifications:

· Associate degree in Accounting, Business Administration, or a related field preferred; equivalent education and experience may be considered.

· Three (3) or more years of accounts payable, accounting, administrative, or related office experience preferred.

· Strong organizational, prioritization, and time management skills with the ability to meet deadlines.

· Excellent attention to detail and commitment to accuracy.

· Strong analytical and problem-solving abilities.

· Ability to work independently while contributing effectively within a team environment.

· Excellent verbal, written, and interpersonal communication skills.

· Proficiency with Microsoft Office Suite, particularly Excel, Word, and Outlook.

· Ability to learn accounting software and other business systems.

· Professional customer service skills with the ability to interact effectively with employees, customers, vendors, and visitors.

Physical Demands:

    Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

· Remain in a stationary position for extended periods while working at a computer.

· Frequently use hands and fingers to operate a keyboard, calculator, telephone, and other standard office equipment.

· Frequently communicate verbally and in writing with employees, vendors, customers, and visitors.

· Frequently read and interpret invoices, financial documents, reports, and electronic communications.

· Occasionally move throughout the office to assist visitors, retrieve files, distribute mail, or attend meetings.

· Occasionally lift, carry, push, or pull office supplies, files, and packages weighing up to 25 pounds.

· Ability to perform repetitive keyboarding, data entry, and calculator functions for extended periods.

· Ability to distinguish numbers, product codes, and financial information with a high degree of accuracy.

Working Conditions:

Work is performed in an open office setting with regular interruptions, multiple priorities, and moderate noise levels. Primarily seated work with frequent use of a computer and telephone, including prolonged periods of typing, reading and data entry. Regular interaction with employees, customers, vendors, delivery personnel, and visitors. Occasional overtime may be required to meet business or accounting deadlines.