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Confidential Posting


Job Summary

Saint Paul, MN 55128
Architectural and Design Services
Engineering Services
Job Type
Full Time
Years of Experience
7+ to 10 Years
Education Level
High School or equivalent
Career Level
Experienced (Non-Manager)

Commensurate with experience

Office Manager/Administrative Assistant

About the Job

JOB SUMMARY:  To augment a young executive's daily effectiveness by coordinating key tasks in sales and marketing as well as perform all administrative duties necessary to maintain the growth trajectory of a highly innovative company. 



·         Enter all financial information into QuickBooks Pro

·         Maintain all QuickBooks activities for coordination of metrics and audits by accountants

·         Generate various financial reports as well as update business and financial tracking documents as directed by management

·         Create invoices and job reports

·         Handle all bank deposits, track balances, and advise of necessary bank transfers

·         Manage accounts receivable and accounts payable

·         Maintain 401k record keeping

·         Prepare financial data package for accountant/tax preparer

·         Lead and manage the collections process

·         Other duties as directed by management


·         Manage office supply inventory 

·         Maintain all files  

·         Prepare for client/customer office visits

·         Answer all telephone calls, etc.

·         Prepare for staff meetings

·         Make travel arrangements

·         Manage vendors

·        Other duties as directed by management


·         Update customer database

·         Perform market research on new or existing segments

·         Coordinate marketing trips for executives

·         Generate marketing communications and customer correspondence

·         Prepare system for quick retrieval of past letters, proposals, etc.

·         Generate monthly call volume list

·         Record trip metrics for analysis

·        Other duties as directed by management


·         Employee on boarding and termination activities

·         Benefits questions and benefits tracking

·         Payroll activities

·         Update manual as required

·         Advertise for new positions

·         Perform pre-screening of qualified candidates

·         Update and maintain candidate database

·        Other duties as directed by management


  • 15+ years related/combined experience or Bachelor’s degree in Business Administration plus 5 years related experience. 
  • Must have certification in Quickbooks or a minimum of 3 years continuous experience with Quickbooks and the applicant's previous position had responsibility for entering data in Quickbooks.  Candidates not possessing this criteria will be automatically disqualified
  • Previous training in GAAP a plus
  • Must exhibit a "yes first" attitude and boundaryless behavior in executing the tasks of the job
  • Candidate must possess innate organizational skills as well as exhibit extreme flexibility and prioritization skills due to the rapidly shifting nature of the daily duties
  • Notary public a plus

This will be a challenging and rewarding opportunity. We offer in addition to the challenging position a competitive compensation package complete with benefits such as medical, dental, 401(k), etc.

When applying, please submit a cover letter referencing your key experiences to your resume as well as why you feel you would excel in this position. 


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