Office Coordinator

Overview

The Office Coordinator provides administrative and financial support across multiple departments by assisting with invoicing, accounts payable and receivable, collections, account reconciliations, CRM data maintenance, billing inquiries, and financial reporting activities. This role also supports daily office operations, employee onboarding activities, office supply coordination, company events, internal communications, and sales initiatives through report generation, document preparation, event support, and other administrative projects. The ideal candidate is organized, detail-oriented, and comfortable working in a fast-paced, team-focused environment.

Responsibilities

• Answers telephones, routes calls, takes messages, and provides general information.
• Greets and directs visitors; answers routine inquiries
• Prepare all service, project, and agreement invoicing through CRM based on billing cycle.
• Enter and maintain customer accounts in CRM
• Perform accounting duties to include accounts payable, accounts receivable and collections
• Assist with conducting credit checks on prospects and reporting results to management.
• Assist with creation and maintenance of customer agreements in CRM.
• Investigate and resolve customer inquiries with billing and invoicing.
• Reconciliation of customer and vendor accounts monthly.
• Generate reports on vendor accounts
• Special projects for the Finance Department
• Manage employee clothing inventory, ordering, tracking, embroidery, invoicing etc.
• Opens and routes incoming mail; distributes correspondence and other material to department staff/faculty.
• Order, stock, and distribute office supplies
• Assist with new employee onboarding; introductions/tour, developing employee folder, maintaining documents, assist hiring manager with training schedules etc.
• Ensure process documentation is regularly updated and accessible to relevant team members.
• Coordinate company/employee events such as the monthly birthday/anniversary breakfasts, company wide announcements,
• Support the Sales Team by generating reports, sales documents, performing general office functions and assisting the Sales Representatives where needed
• Assist with event coordination: local business events, trade shows, and other various prospecting events.
• Special projects for the Sales/Marketing Department

Qualifications

• Associate degree in business administration, accounting, office administration, or a related field; or equivalent work experience
• 2–4 years of experience in office administration, office coordination, customer service, accounting support, or a similar administrative role
• ConnectWise CRM experience preferred but not required
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Strong communication skills—both verbal and written—and excellent phone etiquette for client interactions

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Ability to Commute:

• West Fargo, ND 58078 (Required)

Work Location: In person

Salary : $45,000 - $55,000