AP/Receptionist

Overview

The AP/Receptionist is responsible for providing professional front-desk support while carrying out a variety of clerical and accounting responsibilities. This role serves as the first point of contact for visitors and callers and works collaboratively as an active member of the Accounts Payable team, engaging daily in data entry, invoice processing, expense coding, sales and use tax calculations, and record management. The ideal candidate is outgoing, organized, detail-oriented, and able to balance administrative duties with a strong commitment to financial accuracy.

Duties

• Serve as the first point of contact for visitors, clients, and vendors by greeting guests and answering/directing phone calls.
• Review employee credit card receipts for completeness and accuracy and input the appropriate expense coding for the transaction.
• Enter invoices into the accounting system with accurate coding and supporting documentation.
• Assist with sales and use tax calculations and data entry.
• Reconcile vendor statements and follow up on outstanding items.
• Support weekly payment processing, including checks, ACH payments, or other payment methods.
• Maintain compliance with all established company policies and procedures.
• Assist with a variety of office support tasks, including creating shipping records, requesting copier service, preparing mailing or filing labels, and performing other duties as assigned.
• Use a range of office technology such as computers, phones, scanners, copiers, and other common equipment.
• Manage incoming and outgoing mail, packages, and deliveries.
• Receive and route incoming documents, including invoices and vendor correspondence.

Experience/Qualifications

• High school diploma or equivalent required.
• Preferred: 1-2 years of accounting or bookkeeping experience, or a comparable combination of training and experience.
• Excellent communication and interpersonal skills, with a friendly and professional demeanor for greeting visitors and assisting callers.
• Proficiency with accounting software and Microsoft Office, especially Excel, Outlook, and Word.
• Ability to handle confidential information with discretion and professionalism.
• Experience with accounts payable processes, including invoice entry, expense coding, and vendor communication.
• Basic understanding of sales and use tax or willingness to learn and apply related calculations.
• Proven ability to work collaboratively within a team-oriented accounting environment.
• Strong organizational skills with the ability to manage multiple tasks, prioritize effectively, meet deadlines and maintain accuracy in a fast-paced setting.
• Reliable, adaptable, and comfortable balancing front-desk responsibilities alongside accounting tasks.
• Familiarity with Viewpoint software preferred.
• Experience working in the utilities construction industry or similar environment preferred.