Advanced Admin / Office Manager

Description: Excel Engineering, Inc. is seeking a team-oriented, highly motivated and experienced Office Manager for our Mounds View, MN office. Our advanced level position will provide administrative support for all business units. Responsibilities may include duties in the following areas: Office management, Accounting, and Staff Augmentation Operations. This position has a large variety of involvement in all aspects of the administrative functions. If you enjoy working in a fast-paced, challenging, and rewarding environment, Excel Engineering is for you! Excel Engineering, Inc. is a full service Electrical and Control System Engineering Consulting services in the US and abroad. Since 1990, Excel Engineering, Inc. has differentiated its services from that of its competition by providing engineering solutions to achieve client’s business objectives. PRIMARY RESPONSIBILITIES: Office Management: Maintaining and ordering office supplies, greeting clients and receiving deliveries, answering main phones Preparing packages for mailing/shipping; Copy machine – work with IT on maintenance, supplies, copy counts Office security and office maintenance Contract review, renewals, filing and organization of client contracts Tracking and renewing Firm licensing and State registrations Certificate of Insurance requests and help with insurance administration Company events: Organizing, communicating and scheduling events and participating and executing events Special projects – document management, database updates for client portals and contracts Accounting and Staff Augmentation Operations: Accounts receivable: Invoicing projects on a timely basis and collection calls as needed Accounts payable: Entry of vendor invoices and processing of vendor payments Project accounting: Reporting and archiving Sales and use tax reporting Billing administration and time and expense processing GENERAL RESPONSIBILITIES: Time Management: Manage time on assigned duties. Communicate and report project progress, obstacles, delays, and updates. Perform assigned work according to schedules and priorities. Flexible working style and willingness to modify personal schedules. Training: Participate in training seminars made available by employer. Display ability to learn quickly from instructions, explanations, and demonstrations. Continue to learn and update processes and procedures of Excel’s administrative department. Willingness to train and/or give direction to entry level position. Organization Skills: Skilled at managing multiple requests from internal and external clients. Communicate with management workload status. Demonstrate ability and willingness to work cooperatively with team members in a high-energy working environment that encourage self-initiative. Understand, remember, and carry out written and oral directions. Demonstrate attention to detail. Ability to break down large tasks into smaller pieces and handle multiple tasks simultaneously. Resolve priority conflicts with senior personnel and associates. Company Policies: Understand, support and follow corporate policies and procedures. Willingness to suggest changes to corporate policies and procedures. Contribute to team effort which may require additional hours beyond base hours. Possess good verbal & written communication skills. Maintain strict confidentiality of corporate and personnel information. Client Relations: Maintain professional courtesy when in direct contact with clients. Provide service to clients that meets or exceeds their expectations. Other responsibilities identified as needed by the employee and approved and/or assigned by the supervisor. Requirements: Two-year AS degree in accounting, business administration, or related field. Four or more years’ experience working in an office environment. Working knowledge of an accounting software package. Demonstrated proficiencies in Microsoft Office Suite – especially Excel, Word, and Outlook. Effective task management, dedication to high quality service, and thorough attention to details. Exceptional written and oral communication skills. Enthusiasm for working with many internal clients in a fast-paced environment. Demonstrated interpersonal skills and experience in working as part of a team. Proven problem-solving skills.