Receptionist

**Primary Responsibilities**

**Reception & Communication**

**Mail & Invoicing**

This role involves processing and mailing invoices, ensuring they are sorted, labeled, and prepared correctly. International and U.S. invoices must be managed separately due to different postage rates. The receptionist will also operate the mail machine to seal and stamp envelopes and prepare monthly customer statements. They are responsible for monitoring Neopost mail machine funds and requesting replenishment as needed.

**Administrative & Filing**

The receptionist will organize and maintain records of invoices, purchase orders, and picking tickets. They ensure accurate filing of financial and customer documents. Additionally, they will manage the binding of records and reorder binding materials when necessary. They will also oversee office supply inventory, including brochures, catalogs, and toner, ensuring timely restocking.

**Office & Facility Management**

Maintaining a clean and organized reception area and common spaces is essential. The receptionist will oversee kitchen cleanup, including emptying the coffee pot, wiping surfaces, and taking out the trash. At the end of the workday, they must turn off office lights and secure the building.

**Event & Holiday Coordination**

The receptionist will organize company events such as pizza days, ensuring accurate orders and proper distribution. They will manage the mailing of Christmas cards and gifts for customers, coordinate holiday decorations, and assist with planning the annual Christmas lunch, including overseeing the budget, ordering food and supplies, and ensuring timely preparation.

**Inventory & Supplies**

The receptionist will conduct weekly inventory checks and reorder office materials, as necessary. This includes maintaining stock levels of envelopes, paper, toner, and coffee supplies and coordinating with vendors to ensure timely restocking.

**Miscellaneous**

Additional responsibilities include creating and posting signage for summer hours, holiday closures, and other announcements. The receptionist must ensure that the fax machine is stocked and contact numbers are updated. They will also provide general clerical support as needed to assist with daily office operations.

**Secondary Responsibilities**

**Payment Processing & Account Management**

The Receptionist/Bookkeeper will assist with receiving and processing customer payments, including daily cheque deposits via scanner. They help maintain an accurate record of deposits in Excel and send weekly reports to head office for reconciliation. Additionally, they may review customer accounts to identify outstanding balances, contact clients for overdue payments, and track payment statuses. A monthly report of all client account statements is prepared and submitted as required.

**Credit & Order Authorization**

This individual may be asked to conduct credit checks for customers requesting credit terms and reviewing accounts to authorize order releases based on payment history. The Receptionist/Bookkeeper may need to ensure all C.O.D. orders are paid in full before processing. They also may collaborate with the Sales Manager to perform annual credit limit reviews and may assist the Sales department by verifying orders, checking customer credit, and providing necessary reports or account details.

**Customer Records & Pricing Maintenance**

The Receptionist/Bookkeeper helps manage customer records in the ERP, ensuring that company details, contact information, and pricing structures are accurate and up to date. When leads are converted to customers, they can be asked to verify that all essential fields, including group pricing specials, are completed. Adjustments to shipping details, default settings, and special pricing are made as needed.

**Supplier Invoice Verification & Payments**

Verifying supplier invoices is a secondary responsibility, ensuring they match corresponding packing slips, quotes, and past invoices. Any discrepancies are addressed by contacting suppliers for clarification. The Receptionist/Bookkeeper may be asked to process supplier payments made via company credit card or cheque and sends approved invoices to head office for payment. They also ensure all invoices are properly filed with supporting documentation.

**Expense Management & Financial Reporting**

This role may include reconciling credit card **statements** for company expenses and submitting it to head office for payment while maintaining proper records. The Receptionist/Bookkeeper may help manage **Petty Cash**, track monthly expenditures, and submit a detailed report with receipts to head office.

**Competencies**

The Receptionist/Bookkeeper is expected to have knowledge of accounting, be proficient with bookkeeping practices, terminology, and the MS Office suite, particularly Excel. They must demonstrate superior communication skills.

**Characteristics**

A successful incumbent to the position must be highly analytical,