Office and Accounting Coordinator

Description

The Citterio USA Front Office and Accounting Coordinator serves as the first point of contact for clients, visitors, and employees, ensuring smooth operations and a positive experience at the reception area. The role involves administrative, customer service, and organizational responsibilities to support the overall function of the office.  

Requirements

ESSENTIAL FUNCTIONS OF THE POSITION

NOTE: An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed.  

• Process, verify, and reconcile invoices accurately and in a timely manner.
• Ensure proper coding and documentation of invoices. 
• Maintain accurate records of accounts payable transactions. 
• Address vendor inquiries and resolve discrepancies promptly.
• Excellent communication and interpersonal skills with ability to listen effectively, respond appropriately and maintain mutual comfort level while relating to a diverse workforce.
• Greet and assist visitors, answer inquiries, and maintain a friendly and professional demeanor.  
• Manage incoming calls, emails and mail, directing them to the appropriate personnel. 
• Coordinate appointments, meeting, and conference room bookings, including preparing agendas and materials.  
• Coordinate travel arrangements and manage expense reports for staff as needed. 
• Organize and maintain office files, both digital and physical.
• Maintain the reception area and common spaces to ensure they are tidy and organized. 
• Oversee general office operations, including supply management and equipment maintenance, serving as the point of contact for office-related vendors and service providers. 
• Address and resolve minor issues or escalate them to the appropriate person.  
• Must have good attendance.
• Other job duties as necessary. 
• Performs related work as may be required.

* The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

KNOWLEDGE, SKILLS, AND ABILITIES  

• Knowledge of computers and computer software, with ability to apply this aptitude in word processing, Excel spreadsheet development, and Word document merges, and keyboarding skills.
• Knowledge of proper phone etiquette and customer service techniques. 
• Thorough knowledge of proper records management, retention of records and cataloguing of files.
• High energy level, ability to multitask, establish priorities, work independently.
• Positive interpersonal skills included effective verbal and written communication.
• Ability to maintain confidential and sensitive information which may be proprietary to Citterio USA.
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Ability to work in a fast-paced environment. 
• Ability to communicate information and ideas in speaking so others will understand.
• Ability to establish and maintain effective working relationships with employees, supervisors and managers, and customers.
• Ability to handle stressful situations. 
• Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. 
• Coordination — Adjusting actions in relation to others' actions.
• Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. Bilingual proficiency in English and Spanish is preferred. 

EDUCATION AND EXPERIENCE

(a) Completion of a high school, or general equivalency diploma; and,  

(b) Two (2) year in office administration background with a broad knowledge of Microsoft Office of specialized education in an office administration program; or

(c) Equivalent combination of education and experience.

TOOLS AND EQUIPMENT

Telephone, personal computer (including Microsoft Office products), fax machine, and copy machine.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is often sitting, but occasional walking, bending, or reaching to retrieve or file documents and supplies. The employee is required to use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to twenty-five (25) pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Ability to communicate effectively in person, over the phone, and via email. 

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. 

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

This position is primarily performed in a professional office setting with a typical office noise level. 

This role requires prolonged periods working at a desk, using a computer, and engaging with office equipment. 

Occasional interactions with staff, clients, and vendors in-person, via phone, and email are expected. 

ACKNOWLEDGEMENTS

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.  

Citterio USA is an Equal Opportunity Employer and does not discriminate based on race, ancestry, color, religion, sex, gender, age, marital status, sexual orientation, national origin, medical condition, disability, veteran status, gender identity, or any other basis protected by law.

FLSA STATUS: FLSA NON-EXEMPT – OVERTIME ELIGIBLE

DESIGNATION: At Will Employee

UNION STATUS: NON-UNION