Admin Assistant & Accounts Payable Clerk (dual role)

The Administrative Assistant & Accounts Payable Clerk is a dual-role position responsible for providing comprehensive front desk reception management and support services to ensure efficient operation of company office functions, as well as handling various accounting tasks related to accounts payable. This role requires a highly organized, detail-oriented, and proactive individual with excellent administrative and basic accounting skills.

What you will do

Primary Duties:

• Serve as the first point of contact for the company, managing front desk operations, greeting visitors, and directing them appropriately.
• Answer, screen, and forward incoming phone calls while providing basic information when needed.
• Receive, sort, and distribute daily mail/deliveries and manage outgoing mail.
• Maintain security by following procedures, controlling access via the reception desk (monitor logbook, issue visitor badges).
• Perform daily kitchen stocking, including refreshments and supplies, and ensure the kitchen area is tidy and clean.
• Maintain office supplies, and kitchen inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.
• Support various departments with administrative tasks including scheduling appointments, arranging meetings, and preparing reports/documents.
• Oversee and support all administrative duties in the office and ensure that the office is operating smoothly.
• Other duties as assigned by Accounting Supervisor.

Secondary Duties:

• Manage the accounts payable process including invoice processing, maintaining expense reports, and preparing payments for signature.
• Regularly update and maintain financial records and ensure accurate entry of data in accounting systems like Wolf PAC and NetSuite.
• Prepare financial documents such as bills, invoices, accounts payable, and other financial records in a timely manner so there are not any past due payments.
• Support monthly and quarterly audits and cleanups by providing necessary documentation and information.
• Perform reconciliations of accounts to ensure their accuracy.