Administrative Assistant - New Vision Security Systems

Position: Administrative Assistant

Location: Bismarck, ND

Position Summary

The Administrative Assistant serves as the first point of contact for inbound calls and plays a key role in supporting the Finance and Operations teams. This position is responsible for managing incoming communications, routing requests to the appropriate departments, and providing administrative and clerical support to ensure efficient daily operations. The ideal candidate is highly organized, professional on the phone, detail-oriented, and comfortable managing multiple priorities in a fast-paced setting.

About Us: NewVision Security is a leading provider of electronic security solutions, serving residential, commercial, and industrial markets. We specialize in security systems, access control, fire alarms, and video surveillance. Our team is adaptive, fast-thinking, and committed to excellence—qualities we hope to share with you.

Key Responsibilities

Front Desk & Phone Management

• Answer and triage all inbound phone calls, primarily on the finance line, while serving as a catch-all for all department phone lines
• Direct calls to the appropriate department with accurate notes and supporting information
• Capture caller details and document requests for follow-up
• Monitor and manage voicemail inboxes (finance and general)
• Provide basic customer assistance and escalate issues as needed

Administrative & Office Support

• Scan, file, and organize documents (digital and physical)
• Maintain organized filing systems for customers, vendors, and internal projects
• Order, track, and manage office supplies and workplace materials
• Coordinate ordering and restocking of office beverages and employee refreshments
• Maintain a clean, organized, and professional office environment
• Manage shared inboxes and internal administrative communications
• Maintain internal contact lists and office-related documentation
• Assist with internal projects and general administrative support as needed

Finance Department Support

• Assist the Finance Assistant and Finance Director with clerical and administrative finance tasks
• Scan and organize invoices and supporting documentation
• Attach backup documentation to bills and financial records
• Assist with accounts receivable and payable documentation
• Intake and route customer billing and payment inquiries
• Maintain confidentiality and accuracy of financial and customer information

Process, Organization & Follow-Through

• Follow established procedures, SOPs, and checklists
• Track tasks and requests through completion
• Identify opportunities to improve administrative efficiency and organization
• Provide reliable follow-through on assigned responsibilities

Qualifications

• High school diploma required; associate degree preferred
• 1–3 years of administrative, office support, or receptionist experience
• Strong organizational and time-management skills
• Professional phone presence and strong communication skills
• Proficiency with Microsoft Office
• Experience with accounting systems, ERP, or CRM software a plus
• Ability to manage multiple priorities with minimal supervision

Key Competencies

• Attention to detail
• Strong follow-through and accountability
• Clear written and verbal communication
• Professional demeanor
• Adaptability and willingness to learn
• Team-oriented mindset

Why This Role Matters

This position plays a critical role in keeping the organization running efficiently by managing inbound communication, supporting the finance team, and ensuring administrative tasks are completed accurately and on time. This role also helps maintain a positive, organized, and professional workplace environment that supports employee productivity and company culture.

Compensation and Benefits:

• Full-time position. Monday–Friday, standard business hours (8:00 AM – 5:00 PM), on-site position in Bismarck, ND.
• Hourly rate: $18 to $23, depending on experience.
• Comprehensive benefits package including Health, Vision, and Dental insurance.
• Product and company training provided.

Application Process: If you are interested in this position and meet the qualifications, we would love to hear from you! Please ensure your application remains confidential. Send your resume to office@newvisionnd.com.