Responsibilities
- Receive client mailbox deliveries from a courier and monitor a dedicated email for digital invoices and notifications.
- Open, categorize, and scan physical bills when necessary, then upload them to Hubdoc for payment approval.
- Redirect mail unrelated to bill payments to appropriate departments such as tax or insurance.
- Serve as the primary contact for all client mailbox inquiries and related issues.
- Maintain digital filing systems for bill payment records, including scanning, copying, saving, and secure document destruction.
- Process client check deposits for bill payments using FedEx and Salesforce across multiple financial institutions.
- Prepare and dispatch outgoing FedEx shipments for the bookkeeping department to clients and vendors.
- Support bookkeepers in securing required approvals before processing payments.
- Help resolve vendor-related matters, such as updating billing addresses, managing auto-pay setups, initiating or closing utility accounts, and investigating billing discrepancies.
- Support monthly reconciliation of bank, investment, and credit card accounts using QuickBooks software.
- Perform additional bookkeeping support tasks and special projects as required.
- Lead improvements in technology and workflows related to document collection, retention, payment processing, and reconciliations.
- Provide occasional backup assistance to the reception team when needed.