Serve as the primary contact for office vendors, including landlord/property management, IT support, telecommunications, copier/print providers, office suppliers, and building services. Apply receipts to client and project, prepare and verify deposits, deliver them to the bank, complete vendor set up forms as requested and process ACH payment information requests with careful verification.

* Job opening is for in-office work in Fargo, ND.

Accounting and Financial Administration

• Manage daily bookkeeping duties, starting with accounts payable. Send out our W-9 form as requested, record vendor invoices, charging them to projects as needed, pay company obligations on time, pay consultant invoices when paid. Record and pay employee expense reports. Reconcile bank accounts monthly.
• Continue with accounts receivable. Prepare monthly invoices and monitor aging of unbilled work and receivables. Perform collections activity, apply finance charges, and send client statements.
• Apply receipts to client and project, prepare and verify deposits, deliver them to the bank, complete vendor set up forms as requested and process ACH payment information requests with careful verification.
• Maintain accurate ledgers in the firm’s accounting system and the supporting documentation.
• Prepare routine financial and operational reports for leadership, such as monthly income statements, balance sheets, AR-aging reports, project billing summaries, and budget-versus-actual reporting.
• Record month-end and year-end closing entries; organize records; and work with the outside CPA, tax preparer, and any audit or review. Assist with annual budgeting, including expense analysis.

Payroll Processing / Human Resources / Benefits Administration

• Review time entries for all employees for completion and accuracy, prepare bi-weekly payroll for ACH deposit. Submit payment of all deductions and taxes to corresponding vendors and agencies. Balance all related ledger accounts.
• Prepare quarterly 941 filings and unemployment reports and payments. Prepare and e-file W-2s for year-end.
• Keep software up to date with tax law and/or rate changes. Keep payroll deductions accurate and up to date during new-hire onboarding, employee changes, and after open enrollment.
• Support employee benefits administration, workers’ compensation reporting, unemployment documentation, and coordination with brokers or HR consultants.
• Maintain confidential personnel and financial records in accordance with company policy and applicable state law. Coordinate onboarding and offboarding logistics, including equipment, systems access, office orientation, and employee records.
• Support recruiting administration, including offer preparation and onboarding paperwork.

Office Management / Project Support

• Work with project managers to ensure accurate project setup, time entry, billing terms and policies. Enforce accurate data input to project software, including monthly review of new projects.
• File client contracts, purchase orders, certificates of insurance, and payment documentation.
• Record billable project-related expenses; collaborate with staff on timely timesheet completion; and monthly draft invoice review.
• Oversee day-to-day office operations, including ordering office supplies, maintaining equipment, facilities, mail, phones, workspace needs, and vendor relationships. Maintain organized electronic and physical filing systems.
• Serve as the primary contact for office vendors, including landlord/property management, IT support, telecommunications, copier/print providers, office suppliers, and building services. Assist with employee events and office-wide communications.
• Assist with office meetings, leadership meetings, staff gatherings, and occasional client-facing events.
• Maintain corporate records, business registrations, professional-liability and general-liability insurance documentation, and other compliance files.
• Track expirations for business registrations, insurance policies, employee benefits, and applicable professional or firm licensing requirements. Complete annual insurance-renewal applications and data requests for professional liability.

Qualifications - Required

• Bachelor’s degree in accounting, finance, business administration, or a related field; equivalent relevant experience may be considered.
• 5+ years of progressively responsible experience in bookkeeping, accounting operations, office management, or professional-services administration.
• Demonstrated experience with AP, AR, reconciliations, payroll processing, and month-end reporting.
• Previous experience with accounting software and advanced skills in Microsoft Excel.
• Must display attention to detail, have sound judgment, be a problem solver, and have the ability to maintain confidentiality of financial and employee information.
• A strong dedication to accuracy, thoroughness, and delivering work that reflects professional pride and high standards.
• Strong written and verbal communication skills, including the ability to work effectively with principals, engineers, clients, vendors, and outside advisors.
• Ability to prioritize competing deadlines, work independently, and build practical systems in a fast-moving small-firm environment.

Qualifications - Preferred

• Knowledge of Ajera Software.
• Experience in an engineering consulting, architecture consulting, construction, or other similar professional-services organization.
• Familiarity with project-based billing, work-in-process concepts, consultant invoicing, and contract administration.
• Experience with benefits administration, HR processes, financial analysis, and/or multistate business registrations.

More about Heyer Engineering:

This role is ideal for someone who enjoys working independently and taking full ownership of their responsibilities. You’ll have the autonomy to structure your day, manage deadlines, and oversee the firm’s administrative and financial functions with minimal oversight. We offer competitive compensation based on experience, flexible scheduling, and full-time benefits for positions over 30 hours per week. If you’re motivated, organized, and confident managing your own workflow, you’ll thrive here.

Benefits Summary

Compensation & Time Off

• Competitive pay commensurate with experience
• Paid Time Off (PTO)
• Paid holidays
• “Hero Hours” for volunteer service
• Company matching for charitable donations

Health & Wellness

• High-deductible health insurance 100% paid by the company for single employees; family coverage available
• Vision insurance 100% paid by the company for single employees; family coverage available
• Dental insurance available for purchase
• Employer-paid life insurance, short-term disability, long-term disability, and accidental death & dismemberment (AD&D)
• Voluntary life insurance available for purchase
• Optional Aflac coverage
• Optional identity-theft protection

Tax-Advantaged Accounts

• Medical Flexible Spending Account (FSA)
• Dependent Care Flexible Spending Account (FSA)
• Health Savings Account (HSA)

Retirement & Profit Sharing

• 401(k) plan with 3% safe-harbor employer contributions
• Potential annual profit-sharing bonus payments

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