Front Desk Receptionist and Billing Coordinator

Additional responsibilities include reviewing and validating auditor expense reports, verifying receipts, coordinating reimbursements, assisting with invoicing, and performing external database audits. The successful candidate will communicate effectively with internal departments and external clients while maintaining professionalism, accuracy, and confidentiality. This is a fully on-site, in-person role.

This position may involve handling sensitive or confidential information and requires sound judgment, discretion, and attention to detail.

What you'll be doing:

• Answer incoming telephone calls, identify callers' needs, and direct calls to the appropriate team member or department.
• Retrieve company voicemail messages and forward them to the appropriate personnel.
• Welcome and assist on-site visitors, clients, and other guests in a professional and courteous manner.
• Receive, sort, distribute, and route incoming and outgoing mail and packages.
• Monitor and manage front-door access through the company security system as needed.
• Review, validate, and investigate auditor expense reports and supporting receipts in accordance with established company policies.
• Coordinate with accounting, internal operations personnel, auditors, and external clients to ensure accurate invoicing and timely auditor reimbursements.
• Perform external database audits, including IATF and OASIS, as required.
• Assist with business reporting, performance metrics, and administrative data collection as requested.
• Maintain internal calendars and schedule appointments, meetings, and conference room reservations.
• Prepare, edit, and maintain electronic documents using Microsoft Office applications.
• Order, organize, and maintain office and kitchen supplies.
• Coordinate food orders and provide administrative support for on-site meetings and company events.
• Perform other administrative and operational duties as assigned.

Who we are looking for:

• Associate degree (AA) from an accredited two-year college or technical school, or at least one year of related work experience and/or training, or an equivalent combination of education, experience, and training.
• 3+ years of administrative, office operations or finance experience
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
• Strong customer service and interpersonal skills.
• Ability to handle confidential information with discretion and professionalism.
• Strong problem-solving skills and the ability to investigate discrepancies in expense reports and supporting documentation.
• Ability to work collaboratively with accounting, operations, and other internal and external stakeholders.
• Professional demeanor and a commitment to accuracy and reliability.
• Fully on-site, in-person role.