Job Description

Position Summary:

The Receptionist / Bookkeeper plays a key role in ensuring the efficient operation of our business office while taking on additional responsibilities in human resources management. This multifaceted position encompasses administrative support, receptionist duties, bookkeeping, vendor management, and some HR responsibilities. The ideal candidate will contribute to enhancing company procedures and the day-to-day office environment.

Key Responsibilities:

Receptionist:

• Oversee clerical and administrative functions, ensuring smooth office operations.
• Schedule meetings and appointments, manage calendars for various team members.
• Plan and coordinate in-house or off-site activities, fostering team building and a positive work environment.
• Coordinate office supply arrangements and maintain inventory.
• Make travel arrangements for employees as needed.
• Greet visitors and provide a welcoming environment.
• Provide general administrative support to employees.
• Onboarding process for new hires.
• Handle employee inquiries and support HR-related inquiries.

Bookkeeping:

• Support accounting team with Accounts Payable, Accounts Receivable, and general bookkeeping functions.
• Vendor management and communication for procurement.

Office Systems Management:

• Oversee office systems, including phone systems, network servers, and software subscriptions.
• Troubleshoot basic technical issues.
• Coordinate with IT for advanced technical support.

Qualifications:

Required Skills:

• High School Diploma
• Excellent written and verbal communication skills.
• Strong attention to detail and effective decision-making and problem-solving abilities.
• Critical thinking and conflict resolution skills.
• Typing proficiency and basic computer skills.
• Strong interpersonal communication skills and ability to work effectively with others.
• Self-management skills with the ability to work independently.
• Exceptional organizational and planning skills in a fast-paced environment.
• Excellent time management skills, with the ability to multitask and prioritize tasks.

Preferred Skills:

• Bachelor’s Degree
• Bilingual proficiency in English/Spanish.
• Working knowledge of QuickBooks.
• Notary Public certification.
• Experience with office equipment (printers/copiers, phone systems, etc.).
• Advanced experience with Microsoft Excel.

The Receptionist / Bookkeeper is a crucial member of our team, contributing to the overall success of our office operations and human resources functions. This dynamic role requires a proactive and adaptable individual who can effectively manage various responsibilities. If you are detail-oriented, possess strong organizational skills, and thrive in a fast-paced environment, we encourage you to apply.

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