General Office Assistant

Reports to:  Controller

Summary:  The role of the General Office Assistant is to assist in the daily operations of the Administration department to ensure continuity in the company’s objectives.  

Duties & Responsibilities:

General Office:

• Perform general administrative tasks, such as answering and directing phone calls, filing, faxing, scanning, etc.
• Communicate with customers (internal/external) via phone, email, mail, or in-person in a professional and respectful manner.
• Order general office supplies as needed or requested.
• Maintain a neat, clean, organized workspace.
• Process and distribute mail daily or as needed.
• Provide support to staff member and department as needed.

Accounts Payable:

• Perform data entry associated with accounts payable as requested.
• Assist with accurately reviewing and processing vendor invoices in a timely manner.
• Scan/enter/file invoices and supporting documents.
• Assist with high volume supplier statement reconciliation.

Accounts Receivable:

• Greet customers who come into the office with questions re: their accounts; provide information as needed.
• Assist with the processing of departmental cash drawers.
• Follow established procedures for processing invoices, cash, and credit card payments.
• Assist with customer account transactions, and ensure payments are posted accurately and promptly.
• Assist with all aspects of Month-End closing (processing statements, mailing, etc.)   

Perform other projects or duties which benefit the company as assigned by the department manager.

Skills and Qualifications:

• Excellent interpersonal skills and the ability to effectively communicate with customers, sales staff, and internal personnel.
• Must be detail-oriented, well-organized, and adept at managing multiple priorities.
• Must be able to work well in a team environment.
• Proficiency with POS, Microsoft Windows, Word, Excel, and Outlook software; and aptitude for learning new software and systems.
• Prior retail and sales experience is helpful.
• Ability to maintain confidentiality of company information.
• S. Degree or equivalent GED.
• Ability to lift >= 25 lbs., bend, stretch, sit, and stand for an extended period.
• Valid MA driver’s license and possess clean driving record.