Office Coordinator

1 week ago

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

A. POSITION SUMMARY

The Office Coordinator is responsible for a range of administrative tasks that ensure a welcoming first point of contact for clients while maintaining precise records in the company's accounting system.

B. KEY RESPONSIBILITIES

1. Manage a multi-line phone system efficiently.

2. Welcome and assist visitors to the office.

3. Process incoming applications.

4. Log all incoming calls and report to management at the end of the day.

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

6. Forward all payable invoices to the Administration Manager.

7. Verify invoices against Purchase Orders and/or Packing Lists.

8. Code accounts payable invoices accurately.

9. Access Comdata weekly to track driver charges.

10. Input payable invoices into the financial system.

11. Confirm all vendor payments and prepare them for distribution.

12. Record vendor checks in the accounting system.

13. Address 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 activity.

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

E. WORK ENVIRONMENT

This role is conducted 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 individual must possess effective verbal and written communication skills across all organizational levels.

2. Must be able to comprehend and follow basic instructions and guidelines.

3. Ability to identify and resolve issues promptly, gathering and analyzing relevant information.

4. Capable of managing challenging customer interactions and responding to their needs swiftly.

5. Must be able to plan and organize work tasks efficiently.

6. Consistent attendance and punctuality are essential.

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

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