Office Administrator / Accounts Payable

Mitchell Plastics•Huntsville, AL

6d•Onsite

About The Position

Join Mitchell Plastics in Huntsville, AL! If you’re organized, you like variety, and you enjoy being the person everyone counts on, this role is for you. As our Office Administrator / Accounts Payable, you’ll be the first face visitors see and the first voice callers hear. You’ll also keep the office running smoothly and make sure our vendors are paid accurately and on time. Every day you’ll work with leadership, production, suppliers and guests, and your work will directly support a tier-one automotive supplier that designs and builds interior components for the world’s best automakers.

Requirements

Post-secondary education or equivalent experience.
Prior knowledge of or experience in accounting.
Reception experience.

Nice To Haves

Strong interpersonal and customer service skills.
Initiative: you’re a self-starter.
A proven ability to work well with the public, customers and suppliers.
Knowledge of purchasing supplies.
Excellent communication and organizational skills.
Working knowledge of Microsoft Excel and Word.
An understanding of the key Quality and Environmental Management Systems procedures for this role.

Responsibilities

Answer the front desk phone with a friendly, professional voice, and forward calls or deliver messages to the right person.
Sign for incoming packages and let employees know when they arrive.
Prepare outgoing mail and packages as requested.
Email the leadership team a daily PDF copy of the labor efficiency and scrap report from the intranet.
Check and sort incoming mail every day and make sure each piece reaches the right person.
Stamp and organize all invoices and statements received.
Compile the weekly and monthly Management Package PowerPoint presentation and send it to the appropriate leaders as requested.
Mail approved, signed checks received from corporate.
Match Accounts Payable remittances with invoices.
File electronic payments and check copies alphabetically by vendor.
Keep the office and employee breakroom stocked: track supply inventory, create purchase orders in Plex for approval, place orders when needed, and keep the Excel file of commonly ordered supplies up to date.
Give the management team administrative support as requested, including but not limited to picking up food and drinks for visitors.
Book travel for staff as needed, including hotels, rental vehicles and flights.
Greet employees and visitors and make sure they have what they need.
Act as the point of contact for the cleaning company, landscaping staff and pest control, and let them know about any issues.
Collect the Layered Process Audit sheets from the production floor every week, enter the data into Excel, and report the results to the management team.
Keep the Excel file updated, print the PDF version, give employees updated Layered Process Audit files to enter their data, and check for signatures promptly.
Maintain Certificates of Insurance for all vendors and keep them updated in Plex.
Complete the weekly Customer Satisfaction Audit: update the file as needed, print it for signatures, and bring parts from the production floor for the audit.
Manage the reception email inbox in Outlook every day. This includes but is not limited to forwarding emails to the right employees, printing invoices and statements, keeping the inbox organized, and completing requests.
Three-way match direct material invoices and enter them in Plex.
Review invoices and receipts in Plex every week and resolve any issues before they lead to late payments.
Process freight invoices by getting management approval and entering them in Plex.
Make Amazon purchases for the company against approved purchase orders.
Keep the front lobby and meeting rooms clean and welcoming.
Maintain the accounting files and the archive room.
Manage entry to the facility, keep the visitor log, and maintain badges.
Take on other related duties as requested by management.
Write work instructions for the tasks you complete.
Look for ways to keep making all of these processes more efficient and effective.