Receptionist-Administrative Position- Full Time

Administration
Reports To: Accounting Director and/or Management
Employment Type: Full-Time
Schedule: Monday through Friday, 8:30 a.m. 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.
Reception and Front Office Support

Answer, screen, and route incoming telephone calls.
Receive and distribute incoming mail, packages, courier deliveries, and documents.
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.
Administrative Support

Provide general administrative assistance to management and company departments.
Prepare, format, scan, copy, file, and distribute correspondence, forms, reports, and other documents.
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.
Assist the Accounting team with routine clerical and recordkeeping activities.
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.
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.
High school diploma or equivalent required.
Previous experience in reception, office administration, clerical support, bookkeeping support, or a similar position preferred.
Proficiency with Microsoft Outlook, Word, and Excel.
Ability to learn and use Odoo or other enterprise resource planning and accounting systems.
Professional telephone and email etiquette.
Ability to handle confidential and sensitive information appropriately.
English proficiency required; bilingual English and Spanish skills are preferred.
One or more years of experience in an administrative, receptionist, or accounting-support position.
Experience with invoice entry, accounts payable, accounts receivable, or document reconciliation.
Experience working in a distribution, manufacturing, warehouse, cosmetics, chemical, or regulated business environment.
Customer service and interpersonal skills
Data entry and document management
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.
Performance Expectations

The Administrative Assistant / Receptionist is expected to:
Maintain professional and consistent reception coverage.
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.
Avoid making unauthorized financial commitments or disclosing confidential company information.
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.