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Front Desk Coordinator

2 months ago

Rochester, New York, United States Topp Industries Inc Full time
Job Overview

A. POSITION SUMMARY

The Front Desk Coordinator is responsible for a range of administrative tasks that ensure a welcoming first impression for visitors and accurate record-keeping within the organization.

B. KEY RESPONSIBILITIES

1. Manage a multi-line phone system effectively.

2. Welcome and assist visitors upon arrival.

3. Process applications and inquiries.

4. Record all incoming calls and provide a summary to management at the end of each day.

5. Date stamp and categorize all incoming vendor invoices received via mail and email.

6. Forward all payable invoices to the Administration Manager for processing.

7. Ensure invoices are matched with corresponding Purchase Orders, Packing Lists, or Proof of Delivery.

8. Code accounts payable invoices accurately.

9. Access Comdata weekly to retrieve driver charges.

10. Input payable invoices into the accounting system.

11. Verify vendor payments and prepare them for distribution.

12. Record vendor checks in the accounting system.

13. Resolve discrepancies in freight billing.

14. Organize and file all paid invoices systematically.

C. SUPERVISORY ROLE

This is a non-supervisory position.

D. PHYSICAL DEMANDS

1. Requires light physical effort.

2. Regularly involves sitting, standing, reaching, bending, and moving within the office.

E. WORK ENVIRONMENT

This role is situated in a professional office setting, utilizing standard office equipment such as computers, telephones, photocopiers, filing cabinets, and fax machines.

F. EDUCATION AND EXPERIENCE

A minimum of two years of experience in customer service, preferably within a manufacturing context.

G. COGNITIVE REQUIREMENTS

1. The candidate must possess strong verbal and written communication skills to interact effectively with all organizational levels.

2. Ability to comprehend and follow basic instructions and guidelines.

3. Capable of identifying and resolving issues promptly while gathering and analyzing relevant information.

4. Manage challenging customer interactions and respond to needs efficiently.

5. Plan and organize work tasks to utilize time effectively.

6. Consistent attendance and punctuality are essential.

The above points outline the general nature and level of work expected from individuals in this role. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Employees may be asked to perform tasks outside their usual responsibilities as necessary.