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.