Reception/Accounting Assistant

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Located in Mount Prospect, IL

Salary: $23-$25/hr

We are seeking a detail-oriented and organized Reception/Accounting Assistant to support both our client's Accounting and Administrative operations in Mount Prospect, IL. This position plays a key role in maintaining efficient office functions while assisting with accounts receivable, accounts payable, billing activities, and general administrative responsibilities. The ideal candidate is professional, dependable, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities:

Administrative & Reception Support

• Answer incoming phone calls and direct inquiries to the appropriate departments.
• Manage phone system functions and distribute incoming faxes.
• Order office supplies and maintain inventory levels, including toner, coffee, and paper products.
• Sort and distribute incoming mail.
• File, scan, digitize, and organize documents.
• Assist with year-end document archival and records management.
• Prepare and ship samples and packages using USPS, UPS, and FedEx services.
• Participate in internal training programs, webinars, and professional development opportunities.

Accounts Receivable (AR)

• Generate and send customer statements.
• Monitor and manage the Accounts Receivable email inbox.
• Research and route customer inquiries to the appropriate team members.
• Escalate outstanding issues as needed.

Accounts Payable (AP)

• Complete vendor credit applications and obtain onboarding documentation, including W-9 forms and terms and conditions.
• Review and reconcile vendor invoices against reports and system totals.
• Identify and report discrepancies to the Accounts Payable Manager before check and ACH payment processing.
• Email ACH remittance notifications.
• Process outgoing check mailings.
• Assist with ACH and wire transfer initiation under supervision.

Email & Customer Communication

• Monitor multiple department email inboxes, including Accounts Receivable, Invoicing, Customer Support, and Service-related communications.
• Update customer contact information and email addresses within company systems.
• Respond to inquiries professionally and efficiently.

Billing & Data Entry

• Post batches and distribute invoices electronically.
• Remove unposted shipments and transactions as required.
• Enter and maintain commodity and customer information within company databases.
• Perform accurate data entry and maintain records integrity.

Qualifications

• 1-2 years of experience in an accounting, administrative, office support, or reception role.
• Proficiency with Microsoft Office Suite, particularly Excel and Outlook.
• Strong organizational, communication, and multitasking abilities.
• High attention to detail and commitment to accuracy.
• Experience supporting Accounts Payable and Accounts Receivable functions.
• Familiarity with office equipment, shipping platforms, and business software systems.
• Ability to handle confidential information with discretion.

Apply today to join a team where your organizational, customer service, and accounting support skills will make a meaningful impact.

Apply Now