Front Desk / Administrative Coordinator

Job Description

ABOUT JOB

The Front Desk / Administrative Coordinator serves as the first point of contact for visitors, customers, vendors, and employees while providing critical administrative, accounting, customer service, and operational support. This role is responsible for managing front office activities, accounts payable and receivable processes, customer communications, shipping coordination, document management, vendor compliance platforms, office supply and snack inventory, and company vehicle tracking.

Essential Duties and Responsibilities

Front Desk & Office Administration

• Answer and direct incoming phone calls and emails.
• Coordinate incoming and outgoing mail and deliveries.
• Provide administrative support to various departments as needed.
• Assistant duties to executives.

Accounts Payable (AP)

• Process vendor invoices accurately and timely.
• Verify invoice details and obtain necessary approvals.
• Maintain AP records and filing systems.
• Communicate with vendors regarding invoices, payments, and account inquiries.
• Assist with month-end AP reporting and reconciliation activities.

Accounts Receivable (AR)

• Generate and distribute customer invoices.
• Monitor customer accounts and payment status.
• Process incoming payments and maintain AR records.
• Follow up on outstanding balances and support collection efforts.
• Assist with account reconciliation and reporting.

Email Management

• Monitor and manage Accounts Payable email inbox.
• Monitor and manage Accounts Receivable email inbox.
• Monitor and manage customer Orders email inbox.
• Route inquiries and communications to appropriate personnel.
• Ensure timely follow-up on requests and customer needs.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• 2+ years of administrative, customer service, accounting, or office support experience preferred.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Outlook, Excel, and Word.
• Experience with AP/AR processes preferred.
• Ability to maintain confidentiality and handle sensitive information.
• Detail-oriented with strong problem-solving skills.

Key Competencies

• Customer Service Excellence
• Organization and Time Management
• Attention to Detail
• Communication Skills
• Accountability
• Multitasking
• Team Collaboration
• Adaptability

Pay: $50,000.00 – $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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