FRONT DESK & ACCOUNTING COORDINATOR

CFX Careers Page; Ellenwood (MD); On-site; USD 45,000 - 55,000; Full time

Job summary

CFX Careers Page is seeking a proactive front desk and accounting assistant to manage reception, visitor coordination, and essential AP/AR duties. You will support multiple departments, handle invoices, and maintain accurate records in a fast-paced environment.

Ideal candidates have at least 2 years in a similar role, proficiency with MS Office and accounting software, and a high level of attention to detail. This on-site role emphasizes confidentiality and teamwork in a dynamic setting.

Qualifications

• High School Diploma or equivalent required.
• Continuing education in an Accounting field preferred.
• Minimum of 2 years in a similar role or office environment.
• Proficiency in Microsoft Office Suite and accounting software (e.g., QuickBooks, SAP).

Responsibilities

• Answer, screen, and forward incoming phone calls.
• Greet visitors and direct them to the appropriate person.
• Maintain front desk and breakroom supplies and inventory.
• Update screens with relevant information and maintain a clean reception area.
• Process AR/AP information and vendor invoices; 3-way matching.
• Generate reports and assist with financial analysis as needed.
• Maintain records of customer interactions and transactions.
• Follow safety procedures and attendance requirements.
• Perform clerical tasks across departments as needed.

Skills

Attention to detail

Excellent communication

Multi-tasking

Time management

Office software

Education

High School Diploma or equivalent

Accounting education preferred

Tools

QuickBooks

SAP

Infor

Smartsheet

SharePoint

Excel

Microsoft Word

Outlook

Job description

MAIN OBJECTIVEIn this role, you will be responsible for managing front desk operations and providing administrative support while also assisting with accounting tasks. This role must build and maintain a strong rapport with all internal departments as well as outside customers, vendors, and visitors.MAJOR RESPONSIBILITIESFRONT DESKAnswer, screen, and forward incoming phone calls to appropriate internal resources while always maintaining a positive and upbeat attitude and tone.Serve visitors by greeting, welcoming, directing them appropriately, and notify team members of visitor arrival in a professional and friendly manner.Follow up, when requested, to ensure that appropriate changes were made to resolve customers' problems.Keep records of customer interactions or transactions, recording details of inquiries, complaints, or comments, as well as actions taken.Monitor and maintain security and telecommunications system. Maintain security by following procedures, monitoring visitor logbook, and issuing visitor badges when needed.Maintain front office and breakroom supplies and keep inventory of stock.Update Employee and visitor screen content with relevant information regularly and keep a safe and clean reception area.Receive, sort, and distribute daily mail/deliveries. Manage CFX Conference Room schedules.Perform other clerical duties such as filing, photocopying, faxing, or other projects from all internal departments.ACCOUNTING- ACCOUNTS PAYABLE & RECEIVABLEMaintain customer (AR) and vendor (AP) information including adding new vendors to all systems, addresses, banking info, billing info, sales tax certificates, certificates of insurance, W-9, payment terms, etc.Process incoming vendors invoice via 3-way matching: PO to Receiver to InvoiceMonitor AP & AR emails.Keep track of invoices without receivers/incorrect quantity and meet with internal teams to resolve issues.Follow up on aging invoices and report and send out late interest fees.Data Entry for payment list and other required one-off critical accounting tasks.Generate reports and assist with financial analysis as needed.Required to follow all company Safety Rules and Procedures. (including but not limited to PPE)Required to maintain consistent and acceptable attendance according to the assigned schedule provided by the manager as well as the Team Member Handbook.Meet departmental goals and defined key performance indicators (KPIs).Other duties as assigned.High School Diploma or equivalent required. Continuing education in an Account field is preferred.A minimum of 2 years in a similar role and/or in an office environment.A basic understanding of logistics and distribution industry standards and lingo is required.A high-energy positive and self-started attitude.Ability to work effectively in a fast-paced environment and complete a wide variety of tasks.Proficiency in Microsoft Office Suite and accounting software (e.g., QuickBooks, SAP).Competency in basic math operations and familiarity with financial documents is required.Ability to maintain confidentiality and keep information secret when necessary is required.SKILLS/COMPETENCIESAttention to detail and high level of accuracy with the ability to pay attention to the minute details of a task as well as handle multiple priorities and adapt to changing situations.Ability to multi-task, organize and prioritize time, and meet deadlines.Ability to maintain a positive and professional attitude at all times in a dynamic work environment.Ability to apply common sense understanding to carry out detailed instructions.Proficient in INFOR, Smartsheet, SharePoint, Accounting Software(s) and websites, Microsoft Word, Excel, and Outlook.Excellent communication skills, both verbal and written.Works well under pressure and meets tight deadlines.Strong quality orientation in a fast-paced environment.Willingness to collaborate with colleagues and contribute to a positive work environment.Commitment to maintaining confidentiality, integrity, and ethical standards in handling financial information.Ability to read, speak, and understand documents in English.Possesses the ability to understand and follow instructions.Ability to work collaboratively and well with teammates.