Administrative Assistant - Accounts Payable

Liaison Technology Group•Decatur, IL

3d•Onsite

About The Position

We are seeking a detail-driven, organized, and proactive Administrative Assistant to support our Decatur office. The ideal candidate will communicate clearly, manage multiple priorities with ease, and thrive in a fast-paced, process-oriented environment. This role supports government procurement activities, vendor management, financial documentation, and general administrative duties.

Requirements

Associate's degree or higher in Finance/Accounting or Related Field Required
3-5+ years of experience as an Administrative Assistant
Strong verbal and written communication skills.
Experience with Google Office Suite or Microsoft Office Suite
Highly organized, detail-obsessed, and deadline-reliable.
Self-motivated with excellent problem-solving abilities.
Comfortable using portals and light AI tools.
Experience with QuickBooks, Google Suite, and spreadsheets.
Ability to work on-site full-time in the Downtown Decatur office.
Strong communication skills with vendors, installers, and internal project managers to ensure billing accuracy.

Responsibilities

Monitor daily alerts from multiple government platforms.
Qualify opportunities (scope, geography, requirements, timeline) and maintain a Bid/No-Bid matrix. Present 5–10 qualified opportunities weekly.
Manage the government-procurement inbox and all related portal registrations.
Track addenda, deadlines, and required meetings.
Build and maintain requirements and compliance checklists.
Organize all forms, signatures, insurance certificates, bonds, and licenses.
Request and standardize supplier quotes (cost, lead time, warranty, freight, terms & conditions).
Prepare pricing tabs, draft submission packages, route for signatures, and ensure timely submission.
Log and track submission status through award or interview phase.
Process vendor invoices and daily expense reports with accurate project and cost-center coding.
Match purchase orders and delivery receipts for smart home equipment and components.
Verify pricing, quantities, and approvals prior to payment.
Communicate with vendors regarding discrepancies, credits, or missing documentation.
Support the controller with financial reporting and accruals.
Reconcile vendor statements and resolve discrepancies proactively.
Maintain vendor insurance certificates, W-9s, 1099s, and contracts.
Ensure thorough documentation and recordkeeping for audits and reporting.
Answer and route phone calls or take messages for appropriate team members.
Provide backup support to the Purchasing Agent, including filing, scheduling, meeting minutes, travel coordination, supply ordering, and correspondence distribution.
Maintain accurate and up-to-date database records.