FINANCE ADMINISTRATIVE ASSISTANT

Job Description Maximum Quality Foods, Inc. is an independent foodservice distributor located in Linden, NJ. Family Owned and operated for over 46 years, we are proud to service all of New York, New Jersey, and Delaware, as well as parts of Connecticut, Rhode Island, Pennsylvania, and Maryland. Job Title: Finance Administrative Assistant FLSA/Grade: Non-Exempt/Hourly Reports to: Finance Department: Finance Position Summary: The Finance Administrative Assistant will be the first point of contact for visitors, customers, and employees, providing excellent service and managing administrative tasks efficiently. You will play a key role in ensuring a smooth and welcoming environment at the reception area by performing the following duties. The position of Finance Administrative Assistant is not exempt from the overtime provisions of the Federal Fair Labor Standards Act and shall be entitled to overtime compensation for hours worked more than 40 in any one work week. The Finance Administrative Assistantshall be accountable and supervised by the Finance Manager. Essential Duties & Responsibilities Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions Front Desk & Customer Interaction Greet visitors, customers, and employees with a professional, welcoming demeanor; manage sign-ins and issue badges/access credentials. Answer and route phone calls; provide clear information on company products, services, and policies. Handle customer inquiries or direct them to the appropriate department; notify staff of visitor arrivals. Receive and process customer payments (cash, checks, credit cards) and manage pickup order transactions. Record transactions accurately in accounting or order systems; reconcile daily receipts with orders and sales records. Prepare deposit documentation and assist with banking as needed. Enter and verify customer orders; generate invoices, delivery receipts, and order documentation. Confirm pricing, discounts, and payment terms; maintain accurate customer records. Coordinate with sales, warehouse, and production teams to ensure timely and accurate order fulfillment. Assist with accounts receivable/payable reconciliation and month-end reporting. Maintain financial records and documentation; communicate with customers regarding invoices and payments. Manage mail, packages, and office supplies, and maintain a clean, organized reception area. Coordinate meetings, schedules, appointments, events, and special customer visits. Support internal communication across departments, including production and warehouse teams. Maintain organized files, reports, and digital records; perform daily document scanning. Support audits and ensure compliance with company policies, procedures, and internal controls. Additional Responsibilities Perform other duties as assigned by management. Competencies:Oral and Written Communication Skills Telephone Etiquette Customer Service Computer literacy Problem solving Organization Professionalism Work Environment:Office. Physical Demands:Ability to sit or stand for extended periods. Some light lifting may be required (e.g., handling mail, packages). Minimum Knowledge, Skills and Abilities:High School Diploma or Equivalent. Preferred Knowledge, Skills and Abilities:Previous experience in front desk, receptionist, or customer service role, preferably within the food industry. Bilingual in English and Spanish a plus. Familiarity with food safety regulations and office software (e.g., MS Office Suite, phone systems, NCR software). Knowledge of Excel is a plus. Benefits Health insurance Dental and Vision insurance Paid Time Off 401K Employee discounts on products or services Opportunities for growth and advancement within the company The above job description is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of this job. It is not to be construed as an employment contract or contract of any kind. Maximum Quality Foods, Inc. is an "At Will" employer. Employees can be re-assigned at any time and given other duties within the corporation. Maximum Quality Foods, Inc. has the right to change, modify, suspend, interrupt or cancel in whole or in part any job function outlined in a job description at any time and without advanced notice to the employee.

Created: 2026-03-19