Receptionist

About Southwind Foods

Southwind Foods is a U.S. owned and operated company supplying grocery, distributor, and food service customers the finest fresh and frozen responsibly harvested seafood from around the world.

About the Role

The Receptionist serves as the first point of contact for visitors while also providing essential support in billing and administrative functions. This dual role requires a highly organized, detail-oriented, and customer-focused professional who can seamlessly manage front desk operations and billing responsibilities. The ideal candidate will possess strong communication, multitasking, and problem-solving skills, ensuring smooth office operations while maintaining accurate financial records.

Bilingual English/Spanish preferred to communicate effectively with our production workforce, vendors, and customer base.

Front Desk & Reception Management

• Greet and welcome visitors, ensuring a professional and friendly first impression.
• Answer, screen, and direct phone calls to the appropriate personnel.
• Manage incoming and outgoing mail, packages, and deliveries.
• Maintain a clean, organized, and presentable reception area.
• Handle general inquiries, directing customers, vendors, and employees to appropriate contacts.
• Assist walk-in customers with inquiries and service requests.

Billing & Financial Processing

• Generate, review, and process customer invoices with accuracy and timeliness.
• Verify and reconcile billing discrepancies, ensuring financial accuracy.
• Enter and update billing data into accounting software and company records.
• Process accounts receivable payments, track outstanding balances, and follow up on overdue accounts.
• Work closely with finance and sales teams to resolve billing and payment inquiries.
• Maintain proper documentation and records for audit and compliance purposes.

Administrative Support

• Assist various departments (Purchasing, Sales, and Customer Service) with clerical tasks.
• Maintain and update customer and vendor records in databases and spreadsheets.
• Organize and manage office documents, files, and reports for easy retrieval.
• Provide support in scheduling meetings, appointments, and conference calls.
• Assist with data entry, record-keeping, and general office duties.

Customer Service & Communication

• Handle customer inquiries related to invoices, payments, and account balances.
• Provide professional and courteous customer service over the phone, via email, and in person.
• Liaise with internal teams to ensure accurate communication and prompt resolution of customer concerns.
• Coordinate with sales representatives and customers on order processing and billing adjustments.

Compliance & Documentation

• Ensure compliance with company policies, financial regulations, and confidentiality protocols.
• Assist with financial audits and reporting by maintaining proper records.
• Follow established procedures for invoice approvals, payment tracking, and data security.
• Adhere to standard operating procedures (SOPs) related to billing and front desk functions.

Education & Experience

• High school diploma or equivalent required; associate's or bachelor's degree in business, accounting, or related field preferred.
• 2+ years of experience in reception, customer service, billing, or administrative roles.
• Experience in billing, accounts receivable, or financial data entry is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and office management tools.
• Experience with accounting software or ERP systems (e.g., QuickBooks, Microsoft Dynamics 365) preferred.
• Bilingual English/Spanish preferred to communicate effectively with our production workforce, vendors, and customer base.

Technical & Professional Skills

• Strong attention to detail and data entry accuracy.
• Excellent verbal and written communication skills.
• Ability to prioritize, multitask, and work efficiently in a fast-paced environment.
• Strong customer service and problem-solving skills.
• Ability to handle confidential financial information with discretion.
• Knowledge of basic accounting principles and billing processes is beneficial.

Soft Skills & Attributes

• Friendly, professional, and approachable demeanor.
• Strong organizational and time management skills.
• Ability to work both independently and as part of a team.
• Comfortable handling inquiries, troubleshooting issues, and maintaining a high level of professionalism.
• Ability to adapt to changing business needs while maintaining efficiency.

Work Environment & Physical Requirements

• Primarily an office-based role with frequent interaction with customers, employees, and vendors.
• Must be able to sit, stand, and walk for extended periods.
• Ability to lift and carry up to 25 lbs as needed.
• Must be comfortable working in a fast-paced environment with multiple priorities.

Note

This job description provides an overview of the dynamic Receptionist role. While it outlines key responsibilities and qualifications, it is not exhaustive. The aim is to offer a glimpse into the position, emphasizing adaptability and growth. As our business evolves to meet market demands, flexibility and innovation are crucial. This may result in the role evolving over time to align with our objectives and empower our team. At our company, we value creativity, initiative, and collaboration, fostering an environment where diverse perspectives contribute to continuous improvement and excellence.