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Accounting Assistant/Office Manager

Blog: iDatix Blog

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The Front Desk Administrator will be responsible for enthusiastically meeting and greeting DocuPhase Customers, Guests, Employees and Vendors; answering, screening and directing calls and inquiries to the appropriate department/individual. Additionally they will organize the mail, scan and maintain documents in an electronic document storage system. They will also preform various bookkeeping duties, make travel accommodations, assist with company event planning, and more. Additionally, the Front Desk Administrator is the first and last impression of the company and DocuPhase brand. The Front Desk Administrator is responsible for creating 100% Customer, Guest, Employee and Vendor satisfaction, by providing efficient and effective service.


  • Mail Organization
    • Checks-Accepting customer payments
      • Timely scan and electronically index to match the checks to the invoices
      • Check customer status in NetSuite(on hold or closed won)
      • Complete the SO workflow process when paid in full
    • Invoices – scan and electronically index them so that they enter a workflow process
    • Deliver mail and arrange for any outgoing mail
  • Answer phone – properly screen or direct phone calls/messages
  • Handle complete on boarding process for new hires
    • Insurance information
    • New hire packets
  • Greet all guest as they arrive and give visitor badges to those who need one while maintaining inventory of issued badges
  • Book travel for all departments (flights, hotel, & car)
  • Place orders when a Purchase Request come through Workflow
    • Follow the process through (Item detail, packing slips, invoices, & etc.)
    • Indexing service orders, delivery slips, inspection, & etc. from our vendors
    • Sending out checks – scan, index & match up with the AP invoice
  • Complete the opening & closing building procedures
    • Stocking each floors kitchen & being sure building is clean
    • 3rd floor soda stock
    • Friday – clean kitchens and clean coffee air pots
    • Make various errand runs for kitchen/soda supplies
  • Check all employee Time Off Request to ensure they are entered into workflow process
  • Indexing resumes as they come in
  • When PO’s come in, process the Sales Order & Invoice – send to workflow
  • E-mail & index maintenance agreements for each customer at the end of each month
  • Keep supply room up to date and make orders as needed
  • Assist in planning company events
    • End of the month celebrations
    • Holidays Various Office events
  • Help the support team by submitting tickets when customers call in
  • Many side projects for Marketing team (sometimes other departments)
  • Keep up with the fire inspections(Piper Fire) and be sure that the fire book has all copies of inspections
  • Keep track of Birthday and Anniversaries
  • Notify manager when a anniversary is coming up
  • If 5 or 10 year – order plaque & gift card if applicable

Want to join our team?

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