Receptionist/Billing Associate

Job summary

The Receptionist/Billing Associate is responsible for performing a wide range of administrative and clerical tasks to ensure the office remains organized and efficient. This position will be the first point of contact for visitors, clients, and callers and is essential in creating a positive impression of our organization.

Essential functions

• Greet and welcome guests as soon as they arrive at the office.
• Direct visitors to the appropriate person and office.
• Answer, screen and forward incoming phone calls.
• Perform other clerical receptionist duties such as frequent filing, photocopying, and faxing.
• Data entry, processing paperwork and billing customers
• Resolve any billing and material discrepancies.
• Maintain organized records of shipments and billing quotes.
• Provide basic and accurate information in-person and via phone/email.
• Coordinate mail flow in and out of office.
• Maintain office security by following safety procedures and controlling access via the reception desk.
• Scan paper documents to organize them into electronic filing folders and create a to-do list to achieve by the end of the workday.
• Assist accounts receivable by following up on outstanding payments and re-submit billing as needed.
• Maintain confidentiality of company and customer information at all times
• Other duties may be assigned.

Supervisory Responsibilities

This job will have no supervisory responsibilities.

Competencies

To perform the job successfully, an individual should be able to demonstrate the following competencies:

Adaptability - Able to deal with frequent change, delays, or unexpected events; prepares and supports those affected by change.

Communications – Strong verbal and written communication; exhibits good listening and comprehension; expresses ideas and thoughts appropriately and keeps others adequately informed; selects and uses appropriate communication methods towards, customers, coworkers and management.

Dependability - Follows instructions and responds to management direction; takes responsibility for oneself.

Initiative – Having good decision-making and judgement skills, as well as self-motivation and confidence.

Job Knowledge - Uses experience and resources effectively.

Organizational Support - Upholds organizational values; follows policies and procedures; supports organization's goals and values; understands business implications of decisions; prepares and support change and those affected by change.

Quantity – Prioritizes and plans work activities; uses time efficiently; meets productivity standards.

Safety and Security - Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Work Experience:

High School Diploma or GED with four years related experience and/or training; or GED with two years related experience in a manufacturing environment; or equivalent combination of education and experience.

Computer Skills:

• Strong ability to use and communicate using email
• Strong knowledge in spreadsheet and word processing software
• Strong data entry and ability to use online billing portals
• Basic experience in manufacturing software

Mathematical Skills:

• Basic math skills (add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals)

Reasoning Ability:

• Ability to apply common sense understanding to carry out instructions furnished in written or oral form.
• Ability to deal with problems involving several concrete variables.

Certificates, Licenses, Registrations:

None required

Physical demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is:

o Regularly required to sit, talk and hear.

o Frequently required to use hands/fingers to type

o Walk, bend and climb as needed to carry out job responsibilities

• The employee may need to lift and/or move up to 15 pounds.
• Specific vision abilities required by this job included close vision to operate computer, email and necessary software needed to complete job responsibilities; depth perception is needed when on the shop floor to safety navigate around machines and industrial fork trucks and/or forklifts.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is:

o Exposed to moving mechanical parts occasionally when out on the shop floor

• The noise level in the work environment is usually moderate.
• May be required to work overtime as needed.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Seymour, CT 06483: Relocate before starting work (Required)

Work Location: In person