Invoice Processor Jobs in Minnesota (NOW HIRING)

Description
Position:Office Support Coordinator Classification:Non-Exempt
Reporting to: Project Controls Manager Date: May 2026
Summary/Objective:
The Office Support Professional serves as the first point of contact for visitors, vendors, and incoming communications while providing critical administrative, operational, and accounting support to the organization. This role is responsible for maintaining front desk operations, coordinating mail and shipping functions, supporting invoice processing, assisting with subcontractor compliance documentation, and ensuring office operations run efficiently in a fast-paced, deadline-driven environment.
Essential Functions:
Front Desk and Phone Coverage
• Maintain a professional, welcoming front desk presence during normal business hours
• Answer, screen, and triage incoming calls, routing inquiries to the appropriate team members
• Take accurate and detailed phone messages and ensure timely communication
• Greet visitors, vendors, delivery personnel, and clients in a courteous and professional manner
• Direct visitors and deliveries to the appropriate departments or personnel
Mail and Shipping Administration
• Open, sort, and distribute incoming mail on a daily basis
• Process certified mail, including pre-lien notices, with appropriate documentation and internal routing
• Coordinate outgoing shipments and deliveries with shipping vendors
• Maintain accurate shipping and mailing records as required
Office Supplies and Facilities Coordination
• Monitor office supply inventory levels and place replenishment orders as needed
• Maintain organized and stocked common areas, supply stations, conference rooms, and front desk areas
• Assist with general office organization and cleanliness standards
Accounting and Operations Support
• Follow up on outstanding subcontractor compliance documentation and related administrative items
• Upload invoices into the accounting system accurately and timely
• Process invoices for review, coding, and approval routing
• Assemble and distribute Superintendent Binders in accordance with job startup requirements
• Support estimating and job status tracking for cost allocation related to printing services
• Provide administrative support for operational workflows and special projects
• Perform other duties as assigned
Knowledge, Skills, and Abilities:
• Possesses a professional, friendly, and customer service-oriented demeanor
• Strong customer service and interpersonal skills with the ability to interact professionally with employees, vendors, visitors, and clients
• Highly organized with strong follow-up, time management, and administrative coordination skills
• Ability to work effectively both independently and collaboratively in a team environment
• Ability to prioritize and reprioritize multiple tasks throughout the day in a fast-paced office environment
• Strong attention to detail and commitment to accuracy in administrative, documentation, and data entry tasks
• Proficient in Microsoft Office Suite, including Outlook, Word, and Excel
• Strong written and verbal communication skills
• Demonstrated reliability, punctuality, and ability to manage recurring responsibilities with minimal supervision
• Ability to maintain professionalism and confidentiality while handling sensitive information
• Familiarity with accounting systems, invoice processing workflows, and office administrative procedures preferred
• Experience handling certified mail, lien notices, subcontractor compliance documentation, or similar administrative compliance tasks preferred
• Experience supporting operations, project teams, or field personnel in a deadline-driven environment preferred
• Construction, real estate, or professional services industry experience preferred
Work Environment/Physical Demands:
§ Normal office environment.
§ Able to work in the office with a team of employees.
§ Able to sit or stand for long periods of time working at a computer.
Education and Experience:
• High school diploma or GED equivalent required
• Associate degree preferred
• Minimum of one (1) to three (3) years of experience in a front desk, receptionist, office administration, or administrative support role required
• Experience in construction, real estate, or another deadline-driven professional services environment preferred
• Experience with accounting support, invoice processing, or operational administrative functions preferred
Office and Travel:
§ Position based at the corporate office location with up to 5% local travel.
The statements above are intended to describe the general nature and level of work being performed by people assigned to this job. Employees may perform other duties as assigned to meet the ongoing needs of the organization.