ACRES GROUP Entry Level-Receptionist/Payroll Coordinator-Fluent Spanish Salary in the United States

Overview

Bilingual Entry Level- Receptionist/Payroll & Coordinator, Roselle, IL -- Spanish required

TOP BENEFITS & GROWTH!! IMMEDIATE OPENING!!

MAJOR OBJECTIVES:

The major objective of the Bilingual Payroll Coordinator/Receptionist position is to support the facility’s  accounting functions in the following area(s): payroll data entry, and to professionally answer all in-coming phone calls. The Payroll Coordinator/Receptionist will assist the Office Manager and V.P. of Finance to be sure all facility expenses are coded properly, and paid in a timely manner.  This position will work closely with Purchasing to record and process vouchers for all facility direct purchases.  The Payroll Coordinator/Receptionist will assist the Office Manager in checking in the weekly payroll and disburse weekly payroll checks.  The Payroll Coordinator/Receptionist will act as support to the sales team, production team, Purchasing Manager, Shop Manager, Facility Manager, Office Manager, and Human Resource Manager.  The Payroll Coordinator/Receptionist position will also maintain a positive image for Acres in the field and in the industry.

Responsibilities

EXPECTED OUTCOMES:

• Accurate and timely processing of payroll during all seasons.

• Consistently project positive image of Acres face-to-face and on the phone.

• Effective external and internal customer service

ESSENTIAL FUNCTIONS:

• Support accounting department by performing facility payroll data entry.
• Tasks include daily supervision for the preparation of time sheet recap reports for field staff/manager, review and monitor daily time sheet entry into ABRA Suite and/or MODECO for payroll processing and job cost reporting, casual labor/subcontractor payroll recap after snow storms, organizing and forwarding paperwork and miscellaneous information to the Corporate Office and or temporary agency in a timely manner.
• All aspects of payables for the facility: match invoices to receiving documents and purchase orders as applicable, process check requests, post invoices into the computer system, research vendor statements, phone calls, and discrepancies, file paid and unpaid invoices and statements, run aging for AP on monthly basis and follow up on discrepancies.
• Assist other accounting areas and participate in special projects as needed.
• Snow responsibilities include recruiting snow workers, processing applicants, call list tracking, and Modeco IDs, dispatch as needed and completing snow payroll.
• Professionally answer all in-coming phone calls (per the phone answering policy), appropriately direct the calls, take accurate messages when necessary and do any necessary follow-up on a timely basis. Greet walk-ins, including Acres personnel, in a friendly and professional manner and provide them with the necessary information and/or direction. Act as the contact person for the UPS delivery person, the gasoline delivery driver, and others.
• Act as a liaison between the field staff and management including responding to miscellaneous questions/problems.
• Assign and track Modeco scanners and accessories.
• Oversee the maintenance & repair of office equipment including copiers, fax machines, etc. in conjunction with support from other office personnel.
• Supervise set-up and service of the voice mail system in the facility (where applicable).
• .Monitor the facility’s sign in sheets. Be aware of who is in and out of the building in an effort to appropriately respond to callers.
• Provide any tracking that may be required by the Office Manager or other managers such as production schedule, J.U.L.I.E.S for Municipal Tree department and open orders.
• Complete JULIES as requested for municipal tree installations.
• Submit the office and janitorial supplies order on a monthly basis or as needed with Facility VP approval.
• Assist with the maintenance and ordering of replacement toner for postage meter, copiers, printers and fax machines in conjunction with the Manager of Information Technology.
• Reload and track postage meter postage refills.
• Email HR and Production monthly updates on Safety Huddles, Tailgates, and Inspections.
• Print bar-codes and work orders for production. (Roselle only)
• Assign Fuel Keys as needed and run fuel reports for VP of Finance on a monthly basis. (Roselle only)
• Perform quality work that is consistent with Acres professional quality standards, including attending to the details.
• Maintain and work to improve Acres’ positive image in the industry through professional communication and interaction with customers, vendors, fellow employees, etc.
• Proactively anticipate problems, and suggest solutions in order to avoid employee and customer complaints.
• Use independent judgment to develop creative solutions to problems that arise on the job.
• Establish and maintain a good working relationship with your manager, other staff members and the field personnel.
• Follow through on daily and weekly assignments set by your manager and other Acres personnel.
• Plan weekly and daily activities in advance to ensure efficient time use and positive end results.
• Keep your manager informed of progress and problems on the job.

• Administrative Team Overflow Support such as
• Assistance with snow command as needed (timecard entry, payout, etc.)
• Assist with office specialist duties as needed and as time allows.
• Provide any tracking that may be required by the Office Manager and other managers.

Qualifications

REQUISITE KNOWLEDGE, SKILLS, & ABILITIES

• Strong organizational skills and detail orientation.
• Excellent analytical and mathematical skills.
• Proficient data entry skills and PC literate in a windows environment.
• Professional call handling and reception skills required.
• Computer proficiency in a Microsoft office environment and prior experience working with a computerized accounting system.
• The ability to effectively manage multiple tasks simultaneously.
• Excellent administrative, organizational, and written and verbal communication skills, and attention to detail and accuracy; bilingual English/Spanish required.
• Collaborative, teamwork attitude and outlook, with an ability to work effectively under pressure, belief in personal accountability, and strong work ethic.
• Fast and accurate data entry skills.

PREREQUISITES:

• Previous experience with spreadsheets, data entry, and word processing.
• Minimum two (2) years accounts receivable and preferably collections experience resulting in knowledge of basic business and accounting principles and procedures.
• Minimum one (1) to two (2) years experience in high volume, fast-paced, deadline oriented work environment(s).
• Must be bilingual English/Spanish