JOB DESCRIPTION
Receptionist / Accounts Payable Clerk
Accounting and Administration | Full-time position
Department
Accounting and Administration
Reports To
Controller or designated accounting leader
Employment Status
Full-time
Supervisory Responsibility
None currently
Position Summary
The Receptionist / Accounts Payable Clerk serves as the first point of contact for visitors and callers while providing reliable administrative and accounts payable support. The position helps maintain an organized front office, processes incoming vendor invoices accurately and promptly, and supports the day-to-day needs of the accounting and administrative teams.
Essential Duties and Responsibilities
- Welcome visitors in a professional and courteous manner, determine the purpose of each visit, and notify or direct the appropriate employee.
- Answer, screen, and route incoming telephone calls and other communications; take accurate messages and respond to routine inquiries when appropriate.
- Maintain a clean, organized, and professional reception area and help coordinate visitor access in accordance with company procedures.
- Receive incoming vendor invoices by mail, email, or other approved channels; date-stamp, organize, and review documents for basic completeness.
- Enter invoice information into the accounting system accurately and route invoices to the appropriate employees for review and authorization.
- Confirm that invoices contain appropriate vendor information, payment terms, supporting documentation, general ledger coding, and required approvals before processing.
- Assist with resolving routine invoice questions, duplicate invoices, missing approvals, vendor statement differences, and other basic accounts payable issues.
- Maintain organized electronic and paper vendor records in accordance with company retention and confidentiality requirements.
- Sort and distribute incoming mail, prepare outgoing mail and shipments, and coordinate courier or delivery services as needed.
- Monitor office supply levels, place approved orders, receive deliveries, and maintain orderly supply storage areas.
- Provide general clerical support, including scanning, filing, copying, data entry, meeting preparation, and coverage for other administrative functions.
- Protect confidential employee, vendor, customer, and company information and follow established accounting controls and office procedures.
- Perform other related duties and assist with special projects as assigned.
Minimum Qualifications
- High school diploma or equivalent.
- Prior administrative, receptionist, customer service, bookkeeping, or accounts payable experience, or an equivalent combination of education and experience.
- Basic understanding of invoices, purchase orders, payment terms, and general office procedures.
- Working knowledge of Microsoft Outlook, Word, and Excel and the ability to learn accounting and document-management systems.
- Ability to maintain dependable attendance and manage multiple priorities with accuracy and professionalism.
Preferred Qualifications
- One or more years of office administration or accounts payable experience.
- Experience entering invoices or vendor information in an accounting or enterprise resource planning system.
- Experience working in a multi-location, retail, distribution, construction, or building-materials environment.
Knowledge, Skills, and Abilities
- Strong customer service and interpersonal skills, with a professional and helpful demeanor.
- Clear verbal and written communication skills.
- High attention to detail and the ability to enter information accurately.
- Ability to prioritize interruptions, meet routine deadlines, and follow established procedures.
- Sound judgment when handling confidential or sensitive information.
- Ability to work independently while cooperating effectively with accounting, purchasing, receiving, branch, and administrative personnel.
Physical Demands and Work Environment
This position primarily works in a professional office environment and regularly uses a computer, telephone, copier, scanner, and other standard office equipment. The employee must be able to sit or stand for extended periods, communicate in person and by telephone, reach and handle documents and supplies, and occasionally lift or move items weighing up to approximately 20 pounds.
This description summarizes the position's general duties and is not an employment contract or an exhaustive list. Duties may change with business needs. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
Pay: $40,000.00 - $42,000.00 per year
Benefits:
- AD&D insurance
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Work Location: In person
