What are the responsibilities and job description for the Billing and Administrative Specialist position at Excel Engineering Inc?
Description :
Have you got what it takes to succeed The following information should be read carefully by all candidates.
Description
Excel Engineering, Inc. is a fast-growing Engineering Consulting services firm. Since 1990, we provide specialty electrical and automation engineering solutions to achieve our client’s business objectives. This is a fast-paced environment with a variety of responsibilities that are always evolving and changing. Flexibility and Accountability is a must for this position.
We are seeking a team-oriented, highly motivated, and experienced Billing and Administrative Specialist position for our Mounds View, Minnesota office.
The ideal candidate is a "Go-Getter" who supports all aspects of the Accounting and Admin department, primarily processing monthly client invoices and general office tasks. Duties include the following :
PRIMARY RESPONSIBILITIES :
Accounting and Billing :
Project updating and billing using Deltek VantagePoint, submitting invoices through client portals
Project accounting : reporting and archiving
Billing administration and time and expense processing
Purchase order management : project budget and PO changes and tracking, reviewing and confirming new purchase orders timely as received
Accounts receivable : monitor aging and follow up on past due invoices as needed
Accounts payable : Coding and entry of vendor invoices
Sales and use tax reporting
Administrative :
Maintaining and ordering office supplies, greeting clients and receiving deliveries, assist admin team with answering main phones
Preparing packages for mailing / shipping; Copy machine – work with IT on maintenance, supplies, copy counts
Office security and office maintenance
Tracking and renewing Firm licensing and State registrations
Certificate of Insurance requests and help with insurance administration
Company events : assist with organizing, communicating and scheduling events
Special projects – document management, database updates for client portals and contracts
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 encourages 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.
Maintain strict confidentiality of corporate and personnel information.
Client Relations : Maintain professional courtesy interacting with internal and external 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 :
EDUCATION and EXPERIENCE
Two-year AS degree in accounting, business administration, or related field.
Minimum of three years billing experience and 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.
Experience with Deltek VantagePoint a plus
Excel Engineering Offers
Competitive Compensation
Continuing education and on the job training
Retirement plan – 401(k) matching
Competitive, comprehensive insurance package
Wellness program
Paid time off
Flexible schedule and work environment!
Excel Engineering is focused on cultivating a high performing culture where a service oriented approach, continuous improvement and goal orientation are valued. If you enjoy working in a fast paced, challenging and rewarding environment, Excel Engineering is for you!
Excel Engineering, Inc. is an Equal Opportunity Employer. Applicants will receive consideration for employment regardless of their race, color, religion, national origin, sex, sexual orientation, disability, age, veteran status, marital status, or status with regard to public assistance. In our commitment to diversity, equity, and inclusion, we strongly encourage applicants from populations that are underrepresented in the engineering field to apply. For applicants who need an accommodation to apply, please contact human resources at ExcelHR@exceleng.net.
