Job Description
Position Overview The Administrative & Accounts Payable Coordinator serves as the first point of contact for visitors, clients, and callers while also supporting the finance team with accounts payable functions. This role maintains smooth daily front desk operations in accordance with company standards, provides courteous customer service, manages incoming communications, supports scheduling and office coordination, and performs routine clerical and accounting duties in a professional office environment.
WORKING CONDITIONS
Ø Works in an office environment. Ø Sits, stands, bends, lifts, and moves intermittently during working hours. Ø Subject to frequent interruptions. Ø May work beyond normal working hours as needed. EDUCATION and EXPERIENCE
Ø High school diploma or equivalent required. Ø Previous receptionist, front desk, customer service, or administrative support experience preferred. Ø Experience using standard office equipment and basic computer applications preferred. SPECIFIC REQUIREMENTS
Ø Must have excellent verbal and written communication skills. Ø Must demonstrate professional telephone etiquette and customer service skills. Ø Proficient in the use of basic office equipment and computer applications as required. Ø Must maintain confidentiality and exercise good judgment. Ø Must be organized, dependable, and able to manage multiple tasks efficiently. Ø Must be able to establish and maintain effective working relationships with visitors, staff, and leadership. ESSENTIAL FUNCTIONS
Ø Must be able to read, write, speak and understand the English language. Ø Must be able to sit, stand, bend, lift, push, pull, stoop, walk and move intermittently during work hours. Ø Must practice regular and dependable attendance. Ø Must be able to concentrate and use reasoning skills and judgment. Ø Must be able to use computers, software applications, phones, and other office equipment required for the position. Roles & Responsibilities:
Ø Greet visitors and clients in a professional and friendly manner. Ø Answer, screen, and route incoming phone calls. Ø Receive, sort, and distribute mail, packages, and other deliveries. Ø Respond to routine email and front desk inquiries. Ø Maintain the reception area so it is clean, organized, and welcoming. Ø Schedule appointments, meetings, and conference rooms as needed. Ø Provide basic administrative and clerical support such as filing, copying, scanning, and data entry. Ø Maintain office supply levels and notify appropriate staff when reordering is needed. Ø Assist employees and guests with general questions and direct them to the appropriate contact. Ø Follow company procedures for visitor check-in, security, and confidentiality. Ø Process vendor invoices accurately and in a timely manner, ensuring proper coding to the correct cost center or general ledger account. Ø Obtain required approvals for invoices and check requests in accordance with company authorization policies. Ø Maintain organized and accurate accounts payable files, both electronic and paper, including invoices, check copies, and vendor correspondence. Ø Reconcile vendor statements and resolve discrepancies or billing issues in a professional and timely manner. Ø Assist with check runs and electronic payment processing as directed by the finance team. Ø Communicate with vendors regarding payment status, outstanding balances, and account updates. Ø Support month-end close by providing documentation, running aging reports, and assisting with accruals as needed. Ø Other duties as assigned. Job Type:
Full-time Benefits:
401(k) 401(k) matching Dental insurance Employee assistance program Flexible spending account Health insurance Health savings account Life insurance Paid time off Retirement plan Tuition reimbursement Vision insurance Physical Setting:
Office Application Question(s): What are your salary expectations? Experience:
Accounting:
3 years (Required) Location:
Ooltewah, TN (Required) Ability to Commute:
Ooltewah, TN (Required) Work Location:
In person
