Receptionist / Accounting Admin.

 

Job Title:                    Receptionist / Accounting Admin

Job Location:             KDC Inc. (Los Alamitos, CA)

Reports to:                 Controller

FLSA Status:             Non-Exempt

Salary Range:            $22 to $25/hour

Prepared Date:          July 2, 2024   

Job Summary: KDC Inc. has an immediate opening for a Receptionist / Accounting Admin for our Los Alamitos office. This position will be responsible for the professional operation of the switchboard, greeting visitors, processing and payment of vendor invoices as well as other related accounting tasks.

Essential Duties and Responsibilities:

• Screening and forwarding incoming phone calls promptly and courteously
• Receiving visitors at the front desk by greeting, directing, and announcing them appropriately
• Maintain office security by following safety procedures and controlling access via the reception desk
• Sorting, distributing, and scheduling incoming and outgoing mail and packages including the logging of all checks received

• Perform daily maintenance of coffee machines, including restocking, ordering, and maintaining adequate inventory.
• Contacting vendors to schedule repairs/maintenance for coffee machines, postage meter, paper shred bins, etc.

• Process and review incoming invoices ensuring accuracy, proper coding and adherence to company policies
• Perform 3-way match of invoice to purchase order and receiving ticket
• Accurately enter vendor invoices daily into paperless system
• Collaborate with internal departments to obtain necessary approvals for invoices and research and resolve invoice discrepancies and issues in a timely manner
• Respond to vendor inquiries and maintain positive vendor relationships
• Verify and reconcile vendor statements addressing any discrepancies and reconciling outstanding balances
• Assist in monitoring accounts payable aging reports and ensuring timely payments to vendors
• Responsible for assisting in the job close out process by reviewing all purchase orders for committed cost and confirming all invoices have been received to closeout POs
• Responsible for setting up new vendors in software with all required audit documentation
• Request and track vendor lien releases as needed
• Assist the Accounting Team with other administrative tasks and projects as time and business needs allow

Qualifications: To perform this job successfully, the 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.

Attributes: The requirements listed below are representative of characteristics and demonstrated capabilities sought to perform this job successfully.

• Requires a high school diploma or equivalent
• Three years of relevant experience in an office environment
• Must have excellent telephone etiquette, communication skills, and interpersonal skills
• Two plus (2+) years of accounts payable experience, preferably in a high-volume atmosphere is a plus
• Construction accounting with job costing experience preferred
• Punctuality, reliability, and strong work ethic
• Must be detail oriented, with the ability to multitask and prioritize work
• Self-starter - resourceful and proactive when issues arise
• Must have a team player attitude and be willing to help out
• Strong computer skills, including proficiency with Microsoft Office 365 - outlook, excel, and word

Language skills: Must have the demonstrated ability to effectively communicate in English, cooperate, and collaborate with multiple levels of customer, employees, unions, government agencies, vendors and suppliers, and other contractor organizations.

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 regularly required to sit, see, talk, and hear. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee is regularly required to walk, reach with hands and arms, climb or balance and stoop, kneel, crouch, or crawl. The emp