Receptionist / Accounting Assistant

Opportunity: Receptionist/Accounting Assistant

Greet and assist visitors both in person and via the telephone and direct to the appropriate person in a hospitable manner. Assist with various administrative tasks to support the overall operation of the office. Complete accounts payable and accounting duties.

Essential Job Functions

• Answer and direct phone calls on multi-lined phone system ensuring all incoming calls are answered promptly and professionally.
• Greet visitors upon arrival and notify necessary parties of the arrival.
• Monitor and schedule conference room meetings, coordinating specific Information Technology requirements, as necessary.
• Sort and distribute mail and shipments promptly.
• Make copies, collate, bind, staple, and file documents and reports as needed.
• Monitor front desk reception area, refilling company brochures and maintaining general appearance.
• Monitor break room supplies and maintain overall condition.
• Prepare coffee/beverages for guests and maintain stock and cleanliness of related machines and supplies.
• Provide administrativesupport to partners and other colleagues, as required, and perform related clerical work such as word processing, document preparation, binding, correspondence preparation, etc.
• Monitor fax machine and distribute incoming faxes to the appropriate individual.
• Prepare all outgoing mail for pickup, and proactively order all necessary supplies.
• Generate shipment labels and contact vendors for courier service, as necessary.
• Deposit all checks via use of thebanks’ online check deposit systems and scan, log and file al check deposits.
• Maintain and update the internal phone list, and, as necessary, the list of managed and owned properties.
• Maintain log of security passes for guests and associates.
• Assist with tax returns, preparing certified receipts, and maintaining saved files on the shared drives.
• Assist with scheduling and administrative tasks related to the company vehicles.
• Complete special administration based projects as assigned.
• Follow sustainability guidelines and practices related to HHM’s EarthView program.
• Practice safe work habits.
• Perform other duties as requested by management.
• Review all invoices for appropriate documentation and approval prior to payment.
• Create, print and obtain signatures on all accounts payable checks using Microsoft Dynamics SL.
• Distribute signed checks as required.
• Act as a liaison between corporate/partners and accounts payable departments.
• Answer all vendor inquiries.
• Maintain accounts payable reports, spreadsheets and corporate accounts payable files.
• Assist Corporate Financial Officers and branch personnel as necessary.
• Prepare cleared checks for storage.
• Assist in monthly account closings and bank reconciliations.
• Prepare analysis of accounts, as required.
• Perform filing and coping.

Position Requirements

• 2-3 years minimum receptionist / admin experience.
• Associate Degree in Accounting.
• Proficient in use of Outlook, Word, Excel and PowerPoint.

Work Environment and Context

• Extended work hours may be required to meet deadlines.
• Required to sit for extended periods, lift up to 10 pounds, bend, reach, use hands and fingers to operate keyboard.

What We Believe

People Are Our Capability – Hearts That Serve – Only Excellence – Stay Nimble - Own It