Front Office Assistant/ Accounting Coordinator
Location: Kennelly Family Concepts Office
City: Williams, AZ
Goal of this position
The goal of Front Office Assistant is to be responsible for overseeing the organization of Kennelly Family Concepts office. They will be the first person that anyone visiting the KFC office will encounter and assist in any issue, including new hire paperwork, vendor payments and employee visits.
The goal of the Accounting Coordinator is to provide accounting and clerical assistance to the Director of Accounting. Typing, accurately, preparing and maintaining accounting documents and records
Some requirements necessary to do this job are: the ability to multitask and prioritize, be highly responsible, discreet and confidential, be very detailed and organized.
Front Office Job Responsibilities
Assist anyone at the front window and have visitors and employees sign in, answer phone calls and assist any visitors or employees at the office. Check voicemails each morning.
Collect invoices, mail, receipts, and any other items that may come into the office and disperse to proper recipient. Communicate urgent mail ASAP.
Collect mail, invoices, and any other paperwork from Williams locations twice a week and disperse to proper recipients at the office.
Deliver outgoing mail to post office or recipient.
Communicate urgent mail to Dir. of Accounting ASAP. This will include tracking down missing paperwork and documents.
Maintain and ensure proper office organization. Keep sitting area attractive and inviting by keeping area clean and uncluttered. Check bathrooms regularly that they are properly stocked with hand soap, paper towels and toilet paper and wipe down counters and mirrors when needed. Maintain the main offices by taking out garbage as needed, watering plants, and keeping office tidy and free from clutter. Take large outside garbage containers to street twice weekly for garbage pickup. Make it your responsibility to present our office in the best light as it represents who we are as a company.
Request by email for office supplies as needed
Assist HR Manager with different projects as needed. File all performance, write ups and incident reports. Enter new, rehired and terminated employees into Quickbooks. Separate I-9 files and file properly. Create new on-boarding packets and replenish copies of new hire forms as needed. Create and track of employee anniversary dates and send report monthly to HR manager. Ensure that all employee personnel files are created, updated and filled out properly including tax, payroll, and hiring/termination information.
Accounting Coordinator Job Responsibilities
Keeping financial records updated accurately and effectively. Entering Data into Quickbooks daily. Highlight questions and send them to DA and appropriate manager for answers.
Enters account data by inputting alphabetical and numeric information on keyboard of financial transactions.
Verifies entered account data by reviewing, correcting, deleting or reentering data.
Research, track and store accounting or documentation problems and discrepancies.
Process account source documents by reviewing data for deficiencies; resolving discrepancies by using standard procedures or returning incomplete documents to (DA) for resolution.
Maintains operations by following policies and procedures; reporting needed changes.
Maintains confidence and protects operations of keeping information confidential.
Contributes to team effort by accomplishing related results as needed.
Continually update contact lists that include up to date employee certifications(verify what has been received has been updated by managers), management information, owner information, tax ID’s, insurance information, health and liquor license #’s.
Hang notifications required by state and feds in each location. Update any new policies or licenses’.
Enter invoices and bills due into Quickbooks, send out aging bills due report and list what bills have been paid that week. Send this report semi-weekly when and only when Director of Accounting has updated accounts. to the following for Kennelly Family Concepts:
Check daily through HR and payroll emails and print any information that needs to be placed in employee file for health, discipline or any other reason of documentation and payroll information that payroll will need to be aware of on payroll date. This will include money taken from check for merchandise, food, cash advance or mistakes with guest checks, or clock-in/out issues that have come up throughout the week. Place payroll items in the payroll slot and file the rest.
Reconcile daily cash deposits for each locations and make sure what goes into the bank matches what the POS systems and emails say they should be. If there is a discrepancy, report to (DA).
Request and record copies of invoices, receipts
Research any work comp or unemployment issues that arise. Communicate to management on properly recording the issue and file out form to submit and submit to (DA), for her to sign off on, within the week of receiving the notification.
Maintain and ensure proper office organization through extensive, detailed filing. Papers should be filed at least twice a week.
Assist with reimbursements and vendor payments that require COD. Complete reimbursement forms weekly and turn into (DA) by Wednesday. Reconcile invoices monthly.
Record personal Daily hours worked for which company for payroll purposes and get the approved by DA before pay day.
Assist payroll on payroll days with paychecks and printing checks as needed throughout the week.
Experience and Education:
Familiarity with bookkeeping and basic accounting procedures.
Accuracy, attention to detail, well organized, thoroughness.
Analyzing information, results driven, work independently
Ability to perform accurate filing and record keeping tasks.
Data entry and word processing skills
Monthly classes or research on personal growth within the company. Communicate with (DA) and VP of Finance on goals and ask them if they need any specific region researched.
Quickbooks Certified (can complete upon hire)
Ability to read and interpret documents Ability to write routine reports and correspondence. Ability to speak effectively before customers or employees of organization.
Ability to learn and grow in a fast growing company.
This job operates in an open-office setting and requires mobility inside and outside the office. The use of a phone, PC, printer, Quickbooks and Point of Sales system are required.
The physical demands here are representative of those that must be met to successfully perform the essential functions of this job. This position requires the ability to walk/stand and sustain physical activity for periods of time (2+ hours); use hands to finger, handle, or feel; reach with hands and arms. The employee is frequently required to talk or hear. Requires at times high and low levels of movement with the ability to reach with arms, kneel, crouch, climb, balance, and squat. Requires the lifting of items up to 20 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
Position Type/Expected Hours of Work:
Full-time position that requires 9 AM to 5Pm.