Accounts Payable/Front Office Receptionist

Reports to:

HR Manager

Type of position: Onsite

x Full-time $20.00-$24.00 Hr DOE

Hours per week:

40+ hours per week. 

Position Summary:

In a glass manufacturing plant that runs 24/7, the Front office coordinator is responsible for Accounts Payable and Production Reporting, ensures that invoices and bills accurately reflect billable charges for goods and services received.  Then processes the paperwork to lead to accurate and timely payment. Reports are updated to reflect the day’s production and shipping, and back-up assistance is provided to others.

The Front office Coordinator needs to demonstrate a solid work ethic through diligent effort, availability, excellent attendance, accuracy, good decision-making, and keeping confidential information.

Supports other members of the team as needed, and completes other duties as requested by the HR Manager, Plant Manager.

Job Responsibilities include the following:

Process bills - accounts payable

·         When invoices are received, scan and send to WLFG AP Invoices.

·         Determine category of expenses (GL Coding).

·         Process. Invoices in E1

-       Scanman Processing

-       Manual processing

·         Enter data into E1, using the scanner or other equipment as required.

·         Accrual Reporting to corporate

·         Petty Cash

Process Trucking Invoices

·         When rack returns, trailer repairs, and cullet bills are received, determine whether to process bills through 3-way matching or use the speed method. 

Update Production Reports

·         Maintain four reports: Production Report, Tons Pulled Report, Summary Report, and Shipping Report.

-       Get information from shift supervisors and Access files in Top 10 and FG web.

·         E-mail reports daily.

·         Follow up with production manager to verify accuracy, being careful not to give double credit or lack of credit.

·         Maintain e-files on FG Web.

·         Send paper copies to Stores.

Assist HR Department-

·         Function as receptionist and be the first impression of our team to visitors with professional communication and appearance.

·         Answer phones

·         Manage weekly $2.00 lunch program, supplies for plant wide meetings and lead planning employee events.

·         Maintain front office, Coffee counter and Employee breakroom supplies.

·         Assist with the internal TV system communication updates.

·         Talk with employees and visitors to the plant and assure their needs are met.

·         Be approachable and trustworthy.

·         Participate in new hire onboarding process.

·         Familiarity with Plant policies and benefits to assist as needed.

         Demonstrate “World Class Safety” philosophy through personal safe behavior/work practices.

Accurate in reporting

·         Communicate effectively with supervisors, employees, and managers.  Willing to research information and work with people to be sure information is accurate.

·         Keep communication flowing to Production Manager and Plant Manager.

·         Diligent in organizing information; enters it correctly; verifies details to ensure accuracy.

Collaborate with others.

·         Flexible to re-plan day and adjust priorities based on needs of others.

·         Be an active member of plant philanthropy committees that need your support or decision-making.

·         Seek feedback from internal customers to improve your service to the plant.

·         Implement best practices from other Cardinal facilities or similar industries. 

Develop skills for the future

·         Annually, participate in a written performance plan to review previous year’s performance.

·         Prepare self to be capable of taking on increased responsibilities across time.  Continue to learn.  Work together to identify training/mentoring that may be helpful.

·         Keep a back-up trained for this position.

Education/knowledge requirements

·         High school diploma or its equivalent.

·         Experience with accounts payable

·         Production experience is helpful but not required.

·         Capable of learning computer systems and methods of performing the work.

Skills needed

·         Strong skills in organizing and tracking large quantities of data.

·         MS Office applications: Word, Excel, and Outlook

·         E1 systems

·         Attention to detail and accuracy

Physical requirements and equipment to use

·         Physical requirements include walking, climbing stairs, and sitting for long periods of time. Lift up to 40lbs

·         Equipment to use includes computers and office equipment.

Performance factors:      

·         Attendance and Dependability: Be at work, on time, and accessible. Conscientious. Completes work accurately, thoroughly, and in a timely manner.

·         Results-oriented: Follows plans to achieve the goals.

·         Job area expertise: Expert in functional area.  Excellent use of office equipment and other business resources.  

·         Personal leadership: Hard working, positive, helpful. Follows through with those who need information. Continues to gain knowledge and new skills to be capable of increasing future responsibilities.  Seeks self-improvement.

·         Evokes trust and confidence: Genuinely interested in plant production, employee satisfaction and safety, quality, and customer satisfaction.  Builds supportive relationships.  Trustworthy.

·         Communication: pleasant to approach by others at all levels, both inside and outside of the company.  Verbal and written communications are easy to understand, concise, and convey respect.  Listens, understands, handles conflict, and keeps people informed.