Job Description

Westford, MA

Responsibilities & Duties:
Bookkeeper Duties

  • Generate Sales Orders and Customer Invoices
  • Review Accounts Receivable and perform collections activities including documentation of activities
  • Accounts Payable activities including verification of receipt, proper quantity and price of invoice and subsequent vouchering and payment of vendor invoices
  • Reconcile, code and process employee expense reports
  • Process all credit card transactions
  • Cash management including preparation of bank deposits, movement of cash between accounts and month end bank statement reconciliations
  • Sales Tax tracking, reporting and disbursement 
  • Receive requests for materials and equipment and prepare purchase orders for items in accordance with procedures
  • Provide inventory support including entering move tickets and verification of items
  • Generate and Maintain reports for review by Controller and home office
  • Assist Controller with journal entries, account maintenance and reconciliations and other bookkeeping activities
  • Support Purchasing and Office Manager when needed.

Customer Support Administrator/Receptionist Duties

  • Prepares quotes for billable services, parts, consumables for external and internal customers/ generation,
  • follow up, quotations, calibration, customer service and post sales services.
  • Run Salesforce Reports- contracts about to expire, equipment coming off warranty, open cases report weekly, and customer feedback report.
  • Attend weekly Monday morning meeting updating status on open and closed cases.
  • Update course critiques
  • Prepares documents for shipment of parts and consumable /Processes internal shipment of parts required by field service engineers
  • Monitor support calls keep customer up to date on status
  • Keep record of service reports and contracts, maintains and files hard copy records.
  • Establish professional excellent relation with customers and provide competent and fast support
  • Enter new Asset in sales force once order is process /Update sales force daily
  • Generate Purchase Order (P2 parts)
  • Coordinate Onsite and Offsite Travel and Training
  • Register Students for Training and coordinate hotel accommodations
  • Book travels for field service tech
  • Track training credits
  • Create Training Certificates, Manuals, Binder, lunch and etc.
  • Coordinate Trade Shows / Order Service 
  • Issue and track RMAs
  • Book travel for engineers and sales

 Receptionist Duties

  • Welcomes visitors by greeting them, welcoming, directing and announcing them appropriately; answering or referring inquiries, in person or on the telephone
  • Directs visitors by maintaining employee and department directories; giving instructions.
  • Maintains security by following procedures and monitoring logbook
  • Maintains telecommunication system by following manufacturer's instructions for house phone and console operation.  Answering, screening and forwarding incoming phone calls
  • Maintains safe and clean reception area by complying with procedures, rules, and regulations
  • Maintains continuity among work teams by documenting and communicating actions, irregularities, and continuing needs
  • Contributes to team effort by accomplishing related results as needed



  • Prefer Bachelor’s in Accounting or Business Administration will consider Associates in Accounting
  • Excellent communication and interpersonal skills
  • Ability to work well in a team environment
  • Ability to work with all levels of internal management and staff, as well as outside clients and vendors
  • Telephone Skills, Verbal Communication, Listening, Professionalism, Customer Focus, Organization, Informing Others, Handles Pressure, Phone Skills
  • 2+ years accounting experience
  • Confidentiality, must be detailed oriented, excellent organizational skills and accuracy are important qualifications for this position
  • Ability to multi-task, is reliable and is committed to consistently meeting deadlines.

Application Instructions

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