Office Administrator

Viking Automatic Sprinkler Company; Duluth (MN); On-site; USD 45,000 - 60,000; Full time

Job summary

Viking Fire Protection Group in Duluth, MN is seeking an office administrator to support reception, billing, accounts payable, and coordination with field teams.

The role emphasizes excellent communication, organization, and multitasking, with responsibilities including billing, vendor invoices, and general office support.

Experience 3–5 years and a high school diploma required; strong MS Office skills preferred; supervisory experience a plus.

Qualifications

• 3–5 years business office experience.
• Strong background in basic secretarial skills is mandatory.
• Supervisory experience is a plus.
• Ability to work independently and with proficiency in the Microsoft Office suite.
• Strong oral and written communications skills; ability to professionally communicate with all levels of leadership, customers, and employees.
• Strong organizational skills, multi-tasking skills, ability to be resourceful and proactive when completing duties.
• Willingness to assist with miscellaneous projects as needed.
• Education: High school diploma or equivalent.

Responsibilities

• Office reception responsibilities including greeting customers, vendors, and associates as well as assisting with incoming phone calls.
• Provide excellence in collections by keeping DSO below 60 days.
• Provide general administrative support for coordinators through billing assistance.
• Process vendor invoices as needed.
• Order office supplies and assist in upkeep of office equipment.
• Assist in receiving and staging packages.
• Complete special projects as required.
• Offer suggestions and solutions on improving efficiency of general office procedures.
• Other duties as assigned and as the business needs adjust.

Skills

Office administration

Billing and collections

Microsoft Office

Communication skills

Multitasking

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

For 100 years, Viking Fire Protection Group has built a reputation for excellence in the design, installation, service, and maintenance of fire protection systems. Our project experience is national, our specialized capabilities are extensive, and we take pride in investing in our people and our business. We are focused on delivering world-class service, growing lasting customer relationships, and creating opportunities for team members who are driven to excel.

The office administrator is responsible for performing office functions including office reception responsibilities, billing and collections on the accounts receivable side, vendor invoicing on the accounts payable side, and general administrative support of the office and field teams.

Responsibilities:

• Responsible for office reception functions including greeting customers, vendors, and associates as well as assisting with incoming phone calls
• Provide excellence in collections by keeping DSO below 60 days
• Provide general administrative support for coordinators through billing assistance
• Process vendor invoices as needed
• Order office supplies and assist in upkeep of office equipment
• Assist in receiving and staging packages
• Complete special projects as required
• Offer suggestions and solutions on improving efficiency of general office procedures
• Other duties as assigned and as the business needs adjust.

What makes someone successful in this role?

• Constant pursuit of excellence on behalf of our customers, meeting and exceeding their expectations, creating a simple, worry-free, and effortless experience.
• A relentless pursuit of knowledge about emerging technologies in the life safety industry, including updated policies and regulations in your market.
• Regularly participating in the Learning and Development opportunities available through VFPG and API Group.

Requirements:

• 3-5 years business office experience
• Strong background in basic secretarial skills is mandatory
• Supervisory experience is a plus
• Ability to work independently and with proficiency in the Microsoft Office suite.
• Strong oral and written communications skills; ability to professionally communicate with all levels of leadership, customers, and employees.
• Strong organizational skills, multi-tasking skills, ability to be resourceful and proactive when completing duties
• Willingness to assist with miscellaneous projects as needed.
• Education: High school diploma or equivalent.

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job,
  • The employee is regularly required to talk or hear for up to 8 hours in any shift.
  • The employee is frequently required to sit; stand; walk for up to 8 hours in any shift.
  • The employee will use hands to finger, handle or feel; and reach with hands and arms and have constant use of overall vision (or with the use of adaptive equipment/technology) for up to 8 hours in any shift.
  • The employee must occasionally lift or move office products and supplies, up to 20 pounds.
  • The employee must occasionally crawl, squat, climb, kneel, or bend throughout shift.

Pay Range:

• $45,000 to $60,000 Annually, Depending on experience and work history

EEO statement/Affirmative Action:

• Viking Fire Protection Group is an equal opportunity employer and does not discriminate on the basis of religion, disability, protected veteran status, age, sex, race, color, national origin, or any other characteristic protected by law.
• Viking Fire Protection Group complies with federal and state disability laws and will make reasonable accommodations for applicants and qualified employees with disabilities. If you wish to request reasonable accommodations to participate in the job application or interview process, please contact us.

Equal Opportunity Employer, including disabled and veterans.