Receptionist / Office Assistant

Description

Job Summary

Illinois Electric Works (IEW) is seeking a professional, organized, and detail-oriented Receptionist / Office Administrator - Accounting Support for our Granite City facility. This role serves as the first point of contact for customers, vendors, employees, and visitors while providing essential support to the accounting and operations teams.

The ideal candidate will have strong customer service skills, excellent attention to detail, and experience supporting accounts payable, accounts receivable, bookkeeping, invoicing, purchase orders, or general office accounting functions.

Key Responsibilities

Accounting and Administrative Support

• Assist with accounts payable and accounts receivable activities.

• Enter vendor invoices and other financial information into the company ERP or accounting system.

• Review and match invoices, purchase orders, packing slips, and receiving documents for accuracy.

• Assist with preparing customer invoices and gathering required supporting documentation.

• Post customer payments and assist with account reconciliation and minor discrepancy resolution.

• Prepare deposits and organize the related supporting documentation.

• Maintain accurate electronic and paper accounting records.

• Communicate professionally with customers and vendors regarding invoices, statements, purchase orders, and missing documentation.

• Maintain customer and vendor records, including tax-exemption certificates, credit information, and contact details.

• Assist the accounting department with month-end preparation, reporting, and document organization.

• Create and update spreadsheets, forms, reports, and financial tracking documents.

• Maintain confidentiality when handling company, customer, vendor, and employee information.

Reception and General Office Support

• Answer, screen, and direct incoming telephone calls.

• Greet customers, vendors, applicants, and visitors in a professional manner.

• Receive, sort, and distribute incoming mail, deliveries, and overnight packages.

• Prepare outgoing mail, packages, and shipment documentation.

• Assist with data entry, document preparation, scanning, filing, and recordkeeping.

• Order and maintain office supplies.

• Provide administrative support to accounting, sales, service, operations, and management personnel.

• Perform other office and accounting-related duties as assigned.

Requirements

Qualifications

• High school diploma or GED required.

• Previous experience in office administration, accounting support, bookkeeping, accounts payable, accounts receivable, invoicing, or a related role preferred.

• Basic understanding of invoices, purchase orders, payments, credits, and financial documents.

• Strong attention to detail and a high level of accuracy.

• Excellent organizational, time-management, verbal, and written communication skills.

• Proficiency with Microsoft Outlook, Word, and Excel.

• Comfortable learning ERP, accounting, and business-management software.

• Ability to prioritize multiple responsibilities and work independently as well as part of a team.

• Dependable attendance and professional conduct are required.

Preferred Experience

• Accounts payable / receivable

• Payment posting

• Customer invoicing

• Account reconciliation

• Vendor invoice processing

• Microsoft Excel

• Purchase-order matching

• ERP or accounting software

Work Environment

This position is primarily performed in a professional office located within an active industrial service and repair facility. The employee will regularly communicate with customers, vendors, technicians, sales personnel, accounting staff, and management.

Benefits

• Health, dental, and vision insurance

• 401(k) retirement plan with company match

• Paid vacation and holidays

• Company-paid training and development opportunities

• Stable, full-time employment

• Supportive and team-oriented work environment

About Illinois Electric Works

Illinois Electric Works is an established industrial sales and service company supporting customers throughout the Midwest. Our capabilities include electric motor sales and repair, pumps, gearboxes, cranes and hoists, controls and drives, generators, and industrial field services.

We serve power plants, manufacturing facilities, mines, quarries, water and wastewater facilities, and other industrial customers. Our success is built on responsive service, technical expertise, quality workmanship, and long-term customer relationships.