Front Desk Assistant
Houston, TX 77001
Answer the main phone line and act as point person for directing these calls
Answer inquiries about the company
Appointment setting: may schedule and set appointments for executives and high-level managers
Greet visitors warmly, make sure they are comfortable and notify employees that guests have arrived
Take care to secure entry into visitor log for all those visitors/vendors when they arrive and when they leave.
Maintain the conference room calendars
Executive kitchen duties consist of assist in making coffee and maintain coffee bar supplies
Check inventory for all kitchen supplies and add items to supply checklist on refrigerator
Run dishwasher at beginning of the day and unload at the end of the day
Organize refrigerator on Fridays, discarding leftovers, open containers of old food, etc.
Order lunch for in-house meetings
Ensure reception area is tidy
May from time to time arrange appointments
Send email and faxes
Maintain voice mail and take and relay messages
Re-Direct deliveries, may be tasked with accepting deliveries, including packages certified and registered mail and communications sent by courier
Administrative tasks could include maintaining files and spreadsheets or sending out interoffice communications
Accounting Specific Duties:
Accounts Payable and bank filing
Open and date stamp incoming mail on a daily basis
Match up approved purchase orders with vendor invoices
March up shipping air bills to vendor invoices
Match up office supply orders to vendor invoices
Code vendor invoices for the appropriate cost center
Request new vendor setup in accounting system
Data enter customer invoices off sales orders
Post payments in CRM records and accounting system
Perform other general accounting duties as needed
Skills/ Qualifications: Proficiency with Microsoft Office Suite, Bilingual in Spanish helpful but not required. Previous office setting environment experience required, customer service skills, excellent phone etiquette skills, always maintain professional appearance. Knowledge of accounts payable/accounts receivable. QuickBooks A/P / AR experience preferred, but not required. Ability to multitask and prioritize duties.
Education/ Experience: High School Diploma or GED, though some college or vocational school training may also be helpful. Five years previous office setting experience.