Administrative Associate Accounts Payable & Receptionist

The Administrative Associate – Accounts Payable & Reception is responsible for creating a professional and welcoming experience for clients, visitors, and guests while providing essential administrative and financial support to the organization. This role oversees the company’s accounts payable processes, ensuring accurate processing, documentation, and timely payment of expenses. Additionally, the position supports Accounts Receivable and assists with account reconciliations as needed.

Supervisory Responsibilities:

• None.

Duties/Responsibilities:

• Provide a professional and welcoming experience by greeting clients, visitors, and guests; determine their needs and direct or escort them to the appropriate location.
• Answer, screen, and route incoming phone calls; take messages, and schedule appointments as needed.
• Receive and distribute mail, packages, courier deliveries, and internal documents promptly.
• Process accounts payable transactions, including vendor verification, purchase order review, and discrepancy resolution.
• Calculate and report sales tax based on paid invoices.
• Conduct weekly check runs and monitor positive pay exception reports.
• Validate, process, and file employee expense reports and credit card receipts.
• Prepare and submit customer invoices according to company procedures.
• Assist the Administration & Accounting Manager with month-end documentation, accounts payable support, and account reconciliations.
• Provide clerical and administrative support, including data entry, document creation, word processing, filing, and record maintenance.
• Copy, file, and retrieve materials for accounts receivable as needed.
• Maintain office, kitchen, and printer supplies; place orders and track inventory as required.
• Communicate updated or changed information to appropriate staff members.
• Perform additional related duties and support special projects as assigned.

Required Skills/Abilities:

• Strong verbal and written communication skills, with the ability to interact professionally with clients and colleagues.
• Ability to follow instructions, collaborate effectively, and contribute positively within a team environment.
• Proficiency in Microsoft Office Suite and the ability to quickly learn additional accounting or administrative software.
• Commitment to maintaining strict confidentiality at all times.
• Ability to operate standard office equipment, including computers, copiers, and 10-key calculators.
• Strong ability to work independently, manage multiple tasks, and perform effectively in a fast-paced environment.
• Demonstrated ability to anticipate needs, problem-solve, and maintain professional interactions.
• Excellent organizational skills and meticulous attention to detail.

Education and Experience:

• High school diploma or equivalent required; an associate’s or bachelor’s degree in Business or Accounting is preferred.
• Certified Accounts Payable Professional (CAPP) certification is preferred but not required.
• Minimum of two years of experience in accounting or bookkeeping.
• Additional certifications, training, or requirements may be assigned by management as needed.
• Relevant on-the-job training may be considered in place of formal educational/experience requirements.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• May be required to communicate, discern, convey, or exchange information with other teammates.

Other duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.