Administrative Assistant / Bookkeeper
Job Type: Temp-to-Hire
Schedule: Full-Time | Monday–Friday | Standard Business Hours
Work Setting: In-Person
Location: New Brighton, MN
Pay Rate: $18.00–$20.00/hour
Position Overview:
The Vision Companies is seeking a detail-oriented and organized Administrative Assistant / Bookkeeper to support both office and field operations for a well-established company in the fire protection industry. This role combines administrative and accounting responsibilities, requiring a candidate who can manage multiple priorities while maintaining a high level of accuracy and professionalism.
The ideal candidate is proactive, dependable, and thrives in a fast-paced environment where strong communication, organization, and bookkeeping skills are essential to success.
Key Responsibilities:
Administrative Support
- Answer incoming phone calls and provide professional customer service
- Manage incoming and outgoing mail
- Maintain organized digital and paper filing systems
- Support leadership with administrative and operational tasks as needed
- Coordinate inspection schedules and deficiency repair processes
- Process permits and maintain permit tracking logs
- Prepare and maintain monthly reports, charts, and business tracking tools
Accounting & Bookkeeping
- Process weekly payroll and manage payroll-related liabilities
- Enter project activity and financial data into QuickBooks and Excel
- Process vendor invoices and accounts payable transactions
- Reconcile bank accounts on a monthly basis
- Receive and record customer payments and prepare deposits
- Prepare and distribute customer invoices upon project completion or on a recurring basis
- Generate weekly and monthly project and contract reports
- Contact customers regarding outstanding balances and monitor accounts receivable
- Process lien waivers and maintain accurate documentation
Project & Operations Coordination
- Maintain job tracking records through spreadsheets and accounting software
- Ensure project-related information is accurate and up to date
- Support communication between office personnel, field teams, vendors, and customers
- Assist in maintaining efficient daily office operations
Qualifications:
Required
- Associate degree in Business, Accounting, or related field, or equivalent experience
- Previous bookkeeping and office administration experience
- Proficiency with QuickBooks and Microsoft Office Suite (Excel, Word, Outlook)
- Strong attention to detail and organizational skills
- Excellent time management and multitasking abilities
- Strong verbal and written communication skills
- Ability to maintain confidentiality and handle sensitive information professionally
- Experience maintaining both digital and paper filing systems
Preferred
- Experience in construction, service, contracting, or related industries
- Experience with payroll processing and accounts receivable collections
- Advanced Microsoft Excel skills
Working Conditions:
- Professional office environment
- Standard business hours, Monday through Friday
- Frequent use of computers, phones, and office equipment
- Extended periods of sitting, typing, and data entry
- Regular interaction with customers, vendors, field personnel, and management
- Fast-paced environment requiring strong attention to detail and accuracy
Physical Requirements
- Ability to sit and work at a computer for extended periods
- Frequent use of hands and fingers for typing and data entry
- Ability to communicate effectively in person, via email, and by phone
- Occasional standing, walking, reaching, and lifting office materials as needed
- Ability to maintain focus while performing detailed accounting and administrative tasks
About The Vision Companies:
At The Vision Companies, we go beyond matching skills to job descriptions. We advocate for you, ensuring a win-win for both candidates and clients by finding the right fit—not just any fit. Our personalized approach, grounded in core values, means we carefully select opportunities that align with your goals. We support you every step of the way and follow up to ensure satisfaction, treating each person as a valued individual.
Benefits:
- Paid time off and paid holidays
- Health insurance (medical, dental, and vision)
- Term life insurance and short-term disability benefits
- 401(k) retirement plan
- Competitive wages with performance-based pay increases
- Employee referral bonuses
- Exciting giveaways and rewards throughout the year
- Dedicated recruiter support throughout your placement
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