Accounts Payable / Receptionist

General Description

The Accounts Payable & Receptionist position supports operational efficiency and company profitability by accurately and timely processing vendor invoices and payments, while maximizing available vendor cash discounts in accordance with company policy. This role maintains vendor accounts, resolves invoice discrepancies, and performs reconciliation activities. In addition, the position serves as the receptionist for the Norfolk Branch, providing professional front-desk and administrative support.

Accounts Payable Responsibilities

• Process and pay vendor invoices accurately and on time
• Maximize vendor cash discounts consistent with company policy
• Match invoices with purchase orders and receiving documents; verify vendor information, quantities, payment terms, and costs; enter transactions into the accounts payable system
• Maintain vendor accounts and ensure accuracy
• Review accounts payable entries for errors and make corrections as needed
• Resolve invoice discrepancies in a timely manner
• Balance vendor statements to accounts payable and resolve discrepancies
• Review vendor credit balances and coordinate returns or credits to the company
• Reconcile company credit cards monthly
• Complete daily bank activity and perform end-of-month bank reconciliations
• Maintain proficiency in computerized accounting systems and related technologies
• Follow all company policies and procedures
• Provide backup support for check deposits
• Perform other duties as assigned, including miscellaneous and sporadic tasks

Administrative & Office Support Responsibilities

• Order office and parts supplies, including Amazon purchases
• Book hotels for team members as needed
• Coordinate and book events for the sales team

Receptionist Responsibilities

• Answer and respond to incoming calls on the general phone line in a courteous and professional manner
• Greet and assist all guests at the front desk
• Serve as the point of contact for phone extension creation and changes
• Organize and distribute incoming and outgoing mail and faxes

Requirements

Receptionist Responsibilities

• Answer and respond to incoming calls on the general phone line in a courteous and professional manner
• Greet and assist all guests at the front desk
• Serve as the point of contact for phone extension creation and changes
• Organize and distribute incoming and outgoing mail and faxes

Experience & Skills Requirements

• High school diploma or equivalent
• 1+ year of experience in a professional environment
• Working knowledge of basic accounting principles
• Strong accuracy and attention to detail
• Demonstrated integrity and ethical standards
• Superior organizational skills and time management abilities
• Ability to work independently with minimal supervision
• Effective listening, communication, and phone skills
• Ability to follow written instructions and documented procedures
• Strong problem-solving and analytical skills
• Ability to perform basic business math (e.g., basic algebra, rates, ratios)
• Ability to adapt quickly to changing priorities
• Proven ability to handle difficult customers with diplomacy and tact