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Business Support Manager

Job Purpose: This position will provide general and administrative support to Finance, Sales, and Operations based out of Middleton, WI. 

Full Time

Location: Middleton, WI

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Job Duties

Finance Support: 

  • Facilitate completion of the monthly management report 
  • Manage new project set up with sales/operations/accounting firm/finance 
  • Manage and report Dynamics and Pipeline 
  • Manage data for use tax tracking 
  • Manage check deposits, record, and report to accounting firm 
  • Review and approve and Expensify for expense compliance 
  • Review and code US CEO, COO, and VP Finance Credit Card (CC) and travel expenses 
  • Audit all USA CC transaction for anomalies and follow up with team 
  • Support Project Financial tracking, including coordination with internal and external partners 
  • Support maintenance of forms and communication with Sales and Operations 
  • Support tax registration and filing 
  • Support month end close 
  • Support AR and AP tracking, processing, follow-up and coordination with Sales and accounting firm  
  • Scan and send invoices for processing 

Sales Support: 

  • Support RFP team with company information (ACH, insurance, etc.) 
  • Facilitate contract signature workflow through completion 
  • Organize existing client contracts and support client management 
  • Prepare, review, and distribute summary reports 

Operations Support: 

  • Primary point of contact with remote reception company (incoming calls/requests) 
  • Coordinate USA fleet documentation: Leases, Insurance, registrations, claims, etc.  
  • Monitor and manage FedEx account, invoices, billing, credits, performance 
  • Support management of business licenses 
  • Support project tracking and reporting through preparing and consolidating reports 
  • Gather data and produce periodic reporting on KPIs 

Office Support:  

  • General Office Management and primary point of contact with landlord for administrative issues (all US offices) 
  • Managing task lists and open action items for executive management team 
  • Place orders for office supplies and manage office supply inventory 
  • Support logistics for executive management meetings in Madison 
  • Coordination for calendars and logistics for US/EU key meetings, larger US meetings involving travel and offsite locations 
  • Potential COVID compliance tracking upon office reopening 

Other duties as assigned.

Education and Experience: 

  • Bachelor’s Degree in Business or a related field or equivalent experience 
  • 3-5 years of relevant experience 
  • Excellent verbal, written, and interpersonal skills  
  • Understanding of accounting principles 
  • Advanced Microsoft Excel User 
  • Experience with MS Dynamics or another CRM tool is preferred 
  • Proficient in Microsoft Office including Word, PowerPoint, Outlook, and Teams, as well as Adobe Acrobat 
  • Must be organized, have a strong attention to detail, and be able to manage workflow in a proactive manner 
  • Initiative to solve problems independently and creatively. Ability to make sound decisions and deal with issues without requiring input from others 
  • Ability to work well under pressure, and to prioritize and balance workloads to achieve goals while keeping up with a fast-pace, highly mobile, and changing environment 
  • Solution focused, with a strong willingness to understand and respond to staff and business needs 
  • Positive can-do attitude, with the ability to develop and maintain effective working relationships 

Travel: None 

Physical and Environmental Requirements of the Position: 

The physical and work demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of the position. While performing the duties of this job, the employee is regularly required to use their hands and to communicate with others. The employee is required to sit, use keyboard, monitor(s), and mouse for long periods of time. 

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