Administrative Assistant

Reinhart Landscaping & Snow•Bloomington, IL

1d•$22 - $28

About The Position

The Administrative Assistant plays a key role in supporting daily office operations and maintaining efficient administrative processes across multiple departments. This position is responsible for ensuring accuracy in financial and employee records, providing dependable administrative support, and maintaining confidentiality at all times. The ideal candidate is highly organized, detail-oriented, and able to work independently in a fast-paced environment.

Requirements

Strong attention to detail, accuracy, and organizational skills
Self-motivated with the ability to work independently and anticipate administrative needs
Ability to exercise discretion, confidentiality, and sound judgment when handling sensitive information
Proficiency in QuickBooks, Microsoft Office, and general computer systems
Strong verbal and written communication skills
Ability to manage multiple tasks and deadlines while maintaining quality

Nice To Haves

Prior experience in administrative, accounting, or office coordination roles
Experience working in a multi-platform administrative environment (HR systems, accounting software, etc.)

Responsibilities

Manage office supply inventory, monitor usage, and coordinate timely reordering
Answer incoming phone calls and route them to appropriate contacts
Prepare, organize, and maintain onboarding documentation for subcontractors.
Perform accurate data entry in QuickBooks, including accounts receivable posting
Create, process, and maintain purchase receipts and invoice documentation
Assist with invoicing, tracking collections, and coordinating related paperwork
Support reconciliation tasks and maintain clean, organized digital financial records
Assist with management of vehicle registrations, renewals, and supporting documentation
Maintain accurate logs, digital filing systems, and compliance-related records
Assist with preparation of reports, schedules, and administrative summaries as needed
Learn and effectively utilize the BambooHR system to support HR and onboarding processes
Coordinate and complete all new-hire onboarding tasks, including distribution and collection of the employee handbook, tax forms, and direct deposit information
Serve as the primary point of contact for new hires regarding onboarding requirements and documentation
Ensure all required paperwork is accurately completed, collected, and submitted prior to the employee’s start date
Maintain organized, accurate, and confidential employee records in compliance with company policies and applicable regulations