Job Title:

Receptionist / Customer Service Representative

Department:

Insurance & Travel

Reports To:

Manager

PRIMARY PURPOSE
General office work, answering telephones, computer data entry, and customer service.

DUTIES AND RESPONSIBILITIES

Accounts Payable (40%)

1. Assists the Accounting Manager in performing all Accounts Payable functions. Such duties include, but are not limited to:

• Opening and/or sorting finance mail
• Creating and sending invoices
• Receiving and Distributing payments

2. Input Accounts Payable data into the accounting system after all approvals have been made.

3. Assists in running checks as directed by the Account Manager.

• Works with Senior Account Manager to ensure that key bills are paid on time.
• Ensures that no penalties accrue for late payments.

4. Gets checks signed. Prepares material for mailing, ensuring that appropriate copies are maintained and filed, according to departmental guidelines.

Receptionist and General Administration (40%)

1. Handles reception duties including telephone answering, distributing leads and other related duties.

2. Works with Senior Account Manager in handling general administrative duties, including, but not limited to:

• Managing supply inventory and doing ordering
• Filing
• Copying
• Providing shipping room back-up, as needed
• Other related duties
• Provides department workflow support
• Translations and assistance with other agency services provided

3. Other office duties, as required, including but not limited to : typing, filing, making reservations, and making telephone calls.

Travel Planning and Sales (20%)

1. Handles quoting and sales of travel related products, including flight, hotel, and car rental services. 

EDUCATION and/or EXPERIENCE
Qualifications and Requirements:

· Education: High school degree.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to effectively present information and respond to questions from clients and customers.

BILINGUAL ENGLISH & PORTUGUESE

MATHEMATICAL SKILLS
Ability to apply concepts of addition, subtraction, fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly seated and required to talk and hear. The employee is occasionally required to stand, walk, and use their hands. The employee must be able to lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee working in an office setting. The noise level in the work environment is usually moderate.

SPECIFIC REQUIREMENTS
Skills:

• Word processing software
• Accounting (payables, receivables, general ledger, billing) software
• Spreadsheet software
• Ability to use the Internet and e-mail
• Ability to manage and complete multiple tasks

Knowledge:

• Accounting terms, principles, and processes