Office Position Available

Job title:  Receptionist and Office Assistant

Reports to:   General Manager


Job purpose

We are looking for a receptionist and office assistant to interface with our clients and support

our accounting staff.  In addition, this position is responsible for client invoicing and payments.

The ideal candidate will be experienced in customer service and interaction.  This position is the

face and voice of the company, so this person MUST have the attributes and experience that

are required to manage client interactions and interface with staff to meet company goals.

Duties and responsibilities


Administration

 Greet and provide support to visitors

 Manage incoming calls, faxes, mail, and e-mails and distribute to staff

 Manage outgoing faxes and mail

 Manage office supply list and associated ordering

 File creation and filing

 Maintain general office organization

 Assist general manager with administrative tasks

 Create and manage production software, specifically with project creation


Accounts Receivable

 Create monthly, quarterly, and general invoices in QuickBooks and CRM

 Process recurring payments

 Process payments

 Client interaction, directed by general manager, for collection of payment


Production Assistance

 Scanning and copying for accountants

 Data entry during overflow periods


Qualifications

The ideal candidate will have many of these qualities.

 Reliable, prompt, and professional

 Comfort and skill working with clients that may be challenging at times

 Extremely organized

 Comfortable working with little oversight

 Willing to learn and perhaps improve on office practices


The ideal candidate will have these credentials.

 High school diploma or GED

 Proficiency in Microsoft Office (Outlook, Excel, & Word)

 Minimum of 3 years in customer service or equivalent

The ideal candidate will learn and grow in these areas

 Proficiency in Excel

 Proficiency in QuickBooks

 Proficiency in our contact and production management software


Working conditions

Our office is both professional and relaxed.  We are not a strictly hierarchical office, rather we

approach client service as a team, in which we all have different roles and responsibilities.

The office is located near the intersection of Parham and Patterson.  Beginning hours are

Monday through Thursday 9AM-1PM.  There is potential for increased hours and

responsibilities associated with this position.

Planning for the next stage of your growing business

     There are so many small businesses in RVA that are thriving and successful.  I thought this video was great to help those businesses in their next stage of growth and planning for the future.  That  it's highlighting the growth of a food truck business was icing on the cake considering our blossoming foodie scene here in Richmond.  It's all about cash flow and investing back into your own business. Oh, and don't forget to pay yourself!

Good Accounting Helps Make Sense of Growth

Starting a business is one thing.  Typically, you're going to be spending more than you're making— at first.  Then you see it grow.  People like what you’ve done, hooray!  You see sales are up and you start thinking growth.  But how? Which way?  How much?  It can all seem so unclear when you’re thinking about expanding while trying to keep up progress at the same time.  There’s one thing that can help make everything clear and it’s not magic— it’s good accounting.

I’ve written about ways to track growth and how good accounting can lead to smarter investments of your company’s money.  This article by Kangelon Dexter overviews those basic points by asking a few questions:

Can You Answer These Questions About Your Business?

When you’re growing your business, it’s a lot like being a race horse with blinders on. You’re focusing on the goal ahead, and not paying a lot of attention to what’s going on around you. It’s great to be hyper-focused in the short term, but eventually you’re going to need to take off your blinders and look around. Are you headed where you need to be? Do you know?

While you can’t predict the future, there are a lot of questions you can answer about your business with the right reporting. With built in reports, and business insights, Sage One can help you answer important questions and tell you exactly where you stand. Can you answer these important questions about your business?

How much are you *really* making?

Reviewing cash flow statements and assuring that you’re making money is important. But cash flow is only a piece of the picture. Profit and Loss statements are based on accruals, and will give you an overall picture of how your business is thriving – or not. Without it, you’re operating in the dark. Reviewing your profit and loss statement on a monthly basis will help you make important decisions about your business finances.

How much money will I be making – most likely?

This might be the closest thing you have to a crystal ball for your business – a cash flow forecast. This report estimates how much you will most likely bring in and how much you will most likely spend in the next set period of time. Using projected income and expenses, a cash flow report will help you predict any upcoming surpluses or shortages and plan accordingly.

Which clients are overdue on their invoices?

As a small business owner, you’re busy. You don’t have time to constantly follow up with clients who have overdue invoices. You need a clear way to see who owes you – and who is the most past due. An accounts receivable aging report breaks down unpaid invoices into 30 day chunks (typically) so you can see who is a month late and who has owed you for an entire season. It’s a simple way to get an at a glance view of who you need to follow up with.

For the full article featured on Sage, by Kangelon Dexter, click here.