Accounting/Operations/HR and Office Coordinator

Position: Accounting/Operations/HR and Office Coordinator
Reports To: VP of Finance/HR and Business Operations
Location: Minneapolis, MN

  1. Please fill out our application via the link at the bottom of the page, and under the "Person You Are Meeting With" question on the application, enter: Beth Bitney. 
  2. Please also send your resume to Beth Bitney at: This email address is being protected from spambots. You need JavaScript enabled to view it.

Scope of Responsibility:

The Accounting/Operations/HR and Office Coordinator will be a degreed business professional with at least 3-5 years of professional work experience preferably within a similar working environment. The person must have a proven ability to work in an administrative support role with payroll/invoice transaction processing responsibilities, and interact effectively with a wide variety of employees, business partners and vendors. He/she must also be professional in appearance and interactions, with a strong ability to handle a wide variety of tasks in sometimes stressful situations. The ideal person will have a strong attention to detail with a proven ability to multi-task. He/she will have experience responding quickly and thoroughly to multiple requests. He/she will be a self-starter who is good at working repetitively within defined processes.
The right individual will embody and relish the core values of Creatis: Teamwork, Of Service, Do What’s Right, Be Excellent and Shared Journey.

Key Responsibilities:

Financial Processing (Payroll, Invoicing) (40% of time)

Handle a wide variety of payroll, billing and account payable/receivable processes including:

  • Conduct timely and accurate data entry
  • Oversee bi-weekly payroll processing
  • Record daily deposits and enter accounts payable detail into the system; deposit checks
  • Update weekly scorecards, dashboards or similar reports, both internal & client
  • Create and distribute client invoices; maintain up to date records for all billings and payments
  • Work efficiently with client procurement systems to support billing process
  • Support the collection of Accounts Receivable
  • Support year-end financial close including the creation and mailing of 1099 statements, ACA’s and W2’s
  • Process credit cards for Studio program (currently the AmeriPrise ad program) and resolve any related issues
  • Create, track and manage all aspects of the process for processing invoices and paying 1099/contractors of Creatis

HR Coordination & Benefits Administration (35% of time)

  • Conduct timely and accurate data entry
  • Maintain time reporting system; working directly with employees to ensure that all time is entered accurately and timely
  • Audit weekly timesheets in both NetSuite CRM and the various procurement systems to ensure completeness and identify gaps/discrepancies
  • Manage tracking for employee eligibility for PTO, holiday, health insurance and 401(K) benefit offerings
  • Communicate to employees as they become eligible for benefits and assist in the enrollment into plans, as needed
  • Partner with Staffing team for new hire orientation sessions – including training on NetSuite and completion of new hire documentation
  • Assist in employee background checks and drug screenings.
  • Assist in client-required HR reporting (i.e. monthly sanction checks)
  • Effectively manage new hire set up (phone, eMail, system access)

Office Administration/Receptionist (20% of time)

Supervise all office needs and serve as front line for visitors and phone calls.

  • Monitor office supplies and place appropriate orders; ensure orders are received and stored in an orderly fashion. Organize and manage all storage areas.
  • Maintain appropriate supply of food, beverage and paper products for the office, including the orderly storing of all items
  • Receive and direct visitors in person, including prospective employees, clients, business partners and delivery personnel
  • Greet and engage Creatis visitors upon arrival (offering beverage, informing person that has arrived, engaging effectively)
  • Manage phone calls and correspondence (eMail, mail, packages, etc.)
  • Receive incoming calls on general and direct phone line; screen calls and direct calls to appropriate person
  • Handle employee calls regarding time entry, benefits, etc.
  • Oversee organization and cleanliness of kitchen area (includes dishwasher, coffee makers, ice maker, etc.) and other standard duties.

General Administration Duties (5% of time):

  • Order and ensure appropriate delivery and set up of food and beverages for Creatis social/client events in the Creatis offices
  • Order and set up food and beverage for Creatis Board meetings, client meetings and quarterly Creatis employee luncheon
  • Help coordinate Annual Client/Employee event and other Creatis-sponsored events
  • Maintain a clean and professional office atmosphere and condition
  • Maintain employee records and lists, as needed (i.e. phone lists, birthday/anniversary lists)
  • Filing and other administrative duties
  • Support President/CEO and VP of Finance with other general administrative tasks, as requested

Educational & Experience Requirements:

  • Bachelor’s degree (preferred) or associate degree in accounting, business administration, marketing or related field
  • Proven track record in similar role with 3-5 years in a professional, administrative role with weekly financial transaction accountabilities
  • Proficient in Excel, Powerpoint, Word, Outlook and CRM systems like NetSuite
  • Familiarity with management procedures and basic accounting principles
  • Strong, error-free data entry skills
  • Excellent organizational skills with high level of attention to detail
  • Proven track record of maintaining confidentiality and exercising a high level of discretion about confidential information
  • Ability to multi-task and work in a fast paced, dynamic environment with frequent interruptions
  • Ability to convey a sense of ‘welcome’ to employees, clients and guests
  • Non-exempt role, paid hourly
  • Expanded administrative team benefits
  • Position works out of the Creatis offices – 201 Irving Avenue North, Minneapolis
  • Hours of works between 7:30 a.m. and 4:30 p.m. with flexibility for extended hours for morning and evening events, as needed

Apply now

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Find us:

Creatis, Inc. Headquarters
227 Colfax Ave. N.
Suite 150
Minneapolis, MN 55405

Tel: 612-333-3233

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