Position Overview
The purpose of this position is to operate multiple phone lines, route calls to the appropriate individual or department, greet suppliers and customers, prepare and enter sales orders, match receivers, PO’s and vendor invoices for A/P entries, Credit Card statement reconciliation with expense reports, and provide general sales and department support while managing all aspects of the company’s Accounts Payable process.
Essential Duties and Responsibilities:
Sales
• Maintains/updates phone system messages relative to business hours, holidays, etc.
• Receives and routes all incoming calls to appropriate personnel.
• Greeting and recording names of all visitors.
• Manages all vendor master accounts adjusting as needed.
• Enter orders into the system in relation to customer PO’s and related points and processes customer confirmations as time
of entry and or as needed.
• Process order entries for shipment of sales literature and related hard copy materials as requested by sales/marketing staff.
• Prepare and process bulk mailing items as applicable using mail merge or like function along with related items.
• Maintains sales CRM database per entry of email addresses, phone numbers, additional ship to addresses and related customer
information for order processing.
• Copies and sorts of manuals, literature etc. and distributes to all applicable personnel.
• Performs a variety of routine filing, and clerical functions.
• Picks up mail, sorts and distributions.
• Handles sending and receiving fax transmittals.
• Handles maintenance of postal machine.
• Assists with ordering office supplies as necessary.
• Prepares and enter orders as needed with/for AR personnel.
• Periodically assists with production assembly needs as applicable while at the reception desk.
• Periodically supports engineering with administrative support as necessary.
Accounts Payable
• Processes all vendor invoices and statements and manages AP activity.
• Prepares and processes applicable AP items with/for AP personnel.
• Processing of check runs, ACH payments, bank wire transfers, and other payments to vendors ensuring all appropriate
approvals have been received.
• Research and resolves all payment and account discrepancies.
• Reconciles the company credit card statement monthly with expense reports.
• Maintains a high level of confidentiality and conducts activities accordingly.
• Other duties as assigned by management.
Competencies:
• Ethical Conduct
• Strong Confidentiality
• Reliability
• Strong Oral and Written Communication Skills
• Financial Management
• Collaboration
• Time Management
• Problem Solving/Analysis Skills
• Strong Mathematical Skills
• Excellent Attention to Detail
• Strong Organizational Skills
Required Education and Experience:
• Associate’s degree in accounting/business management and/or 3 years’ experience in Accounts Payable.
• 5+ years’ experience in Customer Service and Administration.
• Knowledge of Microsoft 365 software.
Supervisory Responsibilities:
This position has no supervisory responsibilities.
Work Environment:
This job operates in a professional office environment and a manufacturing setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, fax machines, and calculators. While on the floor, you may be subject to loud noises.
Normal office hours of operation are 8:00 am – 5:00 pm Monday – Friday. Some flexibility in schedule with approval of your manager.
This is an on-site position.
Physical Demands:
The employee is occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.