Senior Office Administrator

Landmarc Environmental Systems•Naperville, IL

1d•Onsite

About The Position

Weaver Consultants Group, founded in 1991, is built on attentive customer service, strong project management, and solid financial controls. Our success stems from our people, our client focus, and our business management practices, leading to repeat business from our existing client base. We have adapted to industry changes, including regulations, trends, and innovations, always remaining dedicated to helping clients achieve their business objectives. Weaver Consultants Group is proud of its talented team of engineers, scientists, support staff, and administrators who are committed to client service and their professional disciplines. We are seeking a motivated and committed individual to join our growing team. The Office Administrator will support our office's professional services operations. This includes managing management and staff personnel, overseeing all billing functions such as client invoicing, project registration, report preparation, and supporting project managers. The role will also involve providing backup administrative support, including phone coverage and timesheet entry.

Requirements

High School diploma or GED required.
Proficiency in Microsoft Office Suite, specifically Word, Adobe, Outlook, PowerPoint, and Excel.
Strong organizational skills.
Detail-oriented with proficiency in both communication and financial matters.
Ability to respond to constantly changing priorities and quickly changing client needs is essential.

Nice To Haves

Associate’s or Bachelor’s Degree in Business or related field preferred.
Minimum 3-5 years of professional experience in an administrative/financial support role with a professional services firm strongly preferred.
Relevant professional experience in accounts receivable and accounts payable.
Billable industry experience a plus.
Experience working with lien waivers a plus.
Prior experience with ERP software to process accounting transactions is desirable.
Specific experience with Deltek Vision is a plus.
Proficiency in Publisher a plus.
Flexible schedule/Overtime as needed.

Responsibilities

Manage a full-time administrative assistant, including setting job responsibilities and deadlines, delegating job priorities, administering yearly reviews and merit increases, and partnering with human resources on employee relations issues.
Manage the client invoicing process, which involves entering a high volume of client invoices weekly and monthly for multiple practice groups across different offices, submitting invoices to clients daily for payment, ensuring accuracy, and resolving invoice-related questions and issues.
Manage office operations on a daily basis, maintaining business operations by efficiently setting up all projects and proposals.
Run monthly billing reports and submit them to project managers.
Implement and follow through on all project manager requests in a timely manner.
Enter time and expenses into the accounting system for billing purposes.
Submit lien waivers to title companies and clients as needed.
Obtain certificates of insurance for clients.
Support project managers with administrative tasks as needed.
Submit all new hire paperwork to Human Resources.
Submit new hire and current employee benefit paperwork to Human Resources.
Provide backup support to the administrative assistant in areas such as phone coverage, accounts payable, report production, scanning, and timesheet entry.
Handle other projects as needed.