AR/Receptionist

Job Description

Job Description

Receptionist/ Accounts Receivable Clerk

For over 49 years, Lexair Inc. has ranked as a World Class Manufacturer of Fluid Power Products, Compressors, and Machine Tool Accessories. We are proud to be a privately held, American-owned corporation with all facets of our business contained under one roof. At Lexair, we value innovation, dedication, and team collaboration to produce the highest quality of industrial solutions for today’s market. Most importantly, we value our employees and customers. 

The Receptionist/Accounts Receivable Clerk at Lexair, Inc. serves a dual role that is vital for both customer interaction and financial management. This position is responsible for handling all phases of accounts receivable processing, including customer file maintenance, invoice processing, and records management, while also serving as the first point of contact for visitors and callers. The ideal candidate will demonstrate excellent organizational skills, a professional demeanor, and a strong attention to detail to ensure smooth operations and foster positive relationships with customers and vendors.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Other duties may be assigned)

Reception:

• Serve as the first impression of Lexair, Inc., greeting visitors and staff warmly and professionally.
• Manage all incoming phone calls, determine the purpose of callers, and direct calls to the appropriate personnel or department.
• Provide information about the organization, including address and directions, and respond to general inquiries.
• Maintain front reception and conference room areas, ensuring refreshments and publications are available for visitors.
• Assist with meeting room bookings and setup/cleanup as needed.
• Other duties may be required as assigned by the Company.

Accounts Receivable:

• Reconcile credit card statements on a monthly basis.
• Maintain accurate accounts receivable customer files.
• Assist the Finance and Administration department with annual audit preparations.
• Balance accounts receivable reports monthly and prepare daily cash deposits.
• Enter finalized cash receipts and update the accounts receivable ledger by customer.
• Obtain and mail invoice copies for customers upon request.
• Process daily credit card deposits, ensuring timely billing and payments.
• Generate and send monthly statements to customers and follow up on outstanding payments.
• Review aged trial balances and contact past-due customers as necessary.
• Research and resolve customer claims regarding invoice payments.
• Assist with special projects as required.

Other:

• Create and distribute shop labels.
• Manage incoming and outgoing mail, including sorting and routing.
  
• Perform other clerical duties, including filing, photocopying, and document preparation.
• Work collaboratively as a team member while adhering to established Lexair policies and procedures.

Qualifications:

• High school diploma or GED; 1-3 months of related experience or training; or equivalent combination of education and experience.
• Proficient in Microsoft Office Suite, especially Outlook, Word, and Excel.
• Excellent attention to detail and organizational skills.
• Proficient in operating a multi-line phone system.
• Professional demeanor with strong interpersonal skills to interact positively with a diverse clientele.
• Service-oriented with excellent problem-solving abilities.
• Ability to manage multiple tasks independently and efficiently under pressure.
• Strong oral and written communication skills.
• Experience in database management, including data export and document merging.

Working Conditions / Physical Requirements:

• The employee is regularly required to stand, walk, and use hands to handle or feel objects.
• Must be able to sit for extended periods while working on a computer or answering phones.
• The role involves occasional lifting of office supplies and materials, up to 20 pounds.
• The work environment is typically office-based, with frequent interaction with staff and visitors.
• Noise levels are generally low but may vary during busy periods.
• Flexibility in hours may be required to accommodate business needs or special events.

Lexair, Inc. is proud to be an equal opportunity employer.