Administrative Assistant / Receptionist

Job Description

Job Description

Department: Administration
Reports To: Accounting Director and/or Management
Location: Doral, Florida
Employment Type: Full-Time
Schedule: Monday through Friday, 8:30 a.m. to 5:00 p.m.

Position Summary

The Administrative Assistant / Receptionist is responsible for managing the reception area and providing general administrative and accounting support to the company. This position serves as the first point of contact for visitors, customers, suppliers, and service providers and is expected to maintain a professional, organized, and welcoming office environment.

The position assists management and the Accounting team with routine clerical activities, document organization, data entry, recordkeeping, payment documentation, and other day-to-day office responsibilities. The ideal candidate is professional, dependable, detail-oriented, and capable of handling confidential information appropriately.

Essential Duties and Responsibilities

Reception and Front Office Support

• Greet visitors professionally and notify the appropriate employee of their arrival.
• Answer, screen, and route incoming telephone calls.
• Monitor the main company email inbox and forward messages to the appropriate department.
• Receive and distribute incoming mail, packages, courier deliveries, and documents.
• Prepare outgoing mail and coordinate courier pickups when requested.
• Maintain the reception area in a clean, organized, and professional condition.
• Maintain visitor logs and follow applicable visitor and office security procedures.
• Assist visitors, customers, suppliers, and service providers with general inquiries.
• Assist front desk phone.
• Coordinate conference room use and assist with meeting preparation.
• Maintain awareness of scheduled visitors, interviews, meetings, and company events.

Administrative Support

• Provide general administrative assistance to management and company departments.
• Prepare, format, scan, copy, file, and distribute correspondence, forms, reports, and other documents.
• Maintain organized electronic and physical filing systems.
• Enter and update information in Odoo, spreadsheets, databases, and other company systems.
• Assist with scheduling meetings, appointments, training sessions, and office activities.
• Prepare meeting materials and take notes or minutes when requested.
• Maintain office contact lists, directories, calendars, and administrative records.
• Monitor office supply inventory and coordinate purchases or replenishment as authorized.
• Communicate with office vendors and service providers regarding routine requests.
• Assist with the preparation and organization of onboarding materials for new employees.
• Support the collection and filing of employee forms and training records as directed.
• Assist with company announcements, internal communications, and document distribution.
• Follow up with employees or departments regarding missing documents, approvals, or information.
• Perform other administrative duties and special projects assigned by management.

Accounting Support

• Assist the Accounting team with routine clerical and recordkeeping activities.
• Enter invoices, bills, expenses, payments, or related information into the company’s accounting system, subject to review and approval.
• Receive, organize, scan, and file vendor invoices, receipts, statements, and payment documentation.
• Match supporting documents such as purchase orders, receipts, vendor bills, and payment records.
• Assist with maintaining accounts payable and accounts receivable documentation.
• Send approved invoices, account statements, payment confirmations, or routine payment reminders.
• Assist with customer and vendor account setup by collecting and organizing required documentation.
• Maintain organized electronic and physical accounting records.
• Assist with credit applications, customer onboarding forms, tax certificates, and vendor forms.
• Help identify missing invoices, receipts, approvals, or supporting documentation.
• Assist with spreadsheet preparation, data entry, account reports, and routine reconciliations as directed.
• Support the Accounting team during monthly closing, audits, and document requests.
• Maintain confidentiality of financial, employee, customer, and company information.
• Escalate discrepancies, unusual transactions, or payment questions to the Accounting Director.
• Refrain from approving payments, issuing credits, changing financial terms, or making accounting decisions unless specifically authorized.

Required Qualifications

• High school diploma or equivalent required.
• Previous experience in reception, office administration, clerical support, bookkeeping support, or a similar position preferred.
• Basic understanding of invoices, purchase orders, receipts, payments, and general accounting documentation.
• Proficiency with Microsoft Outlook, Word, and Excel.
• Ability to learn and use Odoo or other enterprise resource planning and accounting systems.
• Strong verbal and written communication skills.
• Professional telephone and email etiquette.
• Strong organizational skills and attention to detail.
• Ability to manage multiple responsibilities and prioritize assignments.
• Ability to maintain accurate and complete records.
• Ability to handle confidential and sensitive information appropriately.
• Dependable attendance, punctuality, and professional conduct.
• Ability to work independently and collaboratively with different departments.
• English proficiency required; bilingual English and Spanish skills are preferred.

Preferred Qualifications

• One or more years of experience in an administrative, receptionist, or accounting-support position.
• Experience using Odoo, QuickBooks, or another accounting or ERP system.
• Experience with invoice entry, accounts payable, accounts receivable, or document reconciliation.
• Experience working in a distribution, manufacturing, warehouse, cosmetics, chemical, or regulated business environment.

Skills and Competencies

• Customer service and interpersonal skills
• Professionalism and discretion
• Organization and time management
• Accuracy and attention to detail
• Written and verbal communication
• Problem-solving and follow-up
• Data entry and document management
• Basic accounting and numerical skills
• Adaptability and willingness to learn
• Ability to work with interruptions while maintaining accuracy
• Teamwork and cross-departmental communication

Physical and Work Requirements

• Ability to work primarily in an office and reception environment.
• Ability to remain seated or standing for portions of the workday.
• Ability to use a computer, telephone, scanner, printer, and other standard office equipment.
• Ability to occasionally lift or move office supplies, packages, or files weighing up to 25 pounds.
• Ability to communicate effectively with visitors, employees, customers, suppliers, and service providers.
• Regular and reliable attendance is an essential requirement of the position.

Performance Expectations

The Administrative Assistant / Receptionist is expected to:

• Maintain professional and consistent reception coverage.
• Respond to visitors, calls, emails, and internal requests promptly and courteously.
• Complete data entry and document filing accurately and on time.
• Maintain complete, orderly, and confidential administrative and accounting records.
• Follow company policies, procedures, approval requirements, and internal controls.
• Communicate delays, discrepancies, and missing information to the appropriate supervisor.
• Demonstrate reliability, punctuality, initiative, and a cooperative attitude.
• Avoid making unauthorized financial commitments or disclosing confidential company information.

Equal Employment Opportunity

The company is an equal opportunity employer and considers applicants and employees without unlawful discrimination based on any status protected by applicable federal, state, or local law.

Disclaimer

This job description summarizes the general responsibilities and qualifications associated with the position. It is not intended to include every possible duty. Responsibilities may be modified, added, or reassigned based on the company’s operational needs. Employment is at will, meaning that either the employee or the company may terminate the employment relationship at any time, with or without cause or advance notice, subject to applicable law.