Senior Office Administrator

WEAVER CONSULTANTS GROUP•Naperville, IL

4d•$60,000 - $80,000•Onsite

About The Position

Overall manage day-to-day office operations and provide administrative support to the field/office staff Using Deltek’s Vantagepoint software, complete client billing and invoice processing, including project set ups and submitting to client portals. Timely entry of timesheets, corporate credit card reports, expense reports, Accounts Receivable, and Accounts Payable invoices Build relationships and communicate promptly with vendors on missing invoices, statements, payments, or other financial needs Understand and maintain Subcontracts and Certificates of Insurance License plate expirations and renewals, purchases, sales, renewals and retrieving titles from other states, etc. Onboarding a very high volume of new employees. Book travel and coordinate communication for field employees Keep stock and order PPE/other safety gear for the field employees Use spreadsheets to organize employee information Receive incoming mail, notify departments as necessary, and process in a timely manner Gather documents and assist team members with general contracting/business licenses in several states Manage and track outgoing packages High-quality conduct to anything client-facing (billing submittals, email, etc) Keep open communication with other Landmarc OA’s Assist other company offices and departments for yearly safety training (hotels, transportation, supplies, be available for needs at training) Work as a team member and contribute as an individual in all tasks assigned Other projects, as assigned by principals, project managers, accounting supervisors, and HR supervisors

Requirements

Minimum 3-5 yrs. professional experience of an administrative/financial support role with a professional construction services firm strongly preferred
Exceptional organizational and critical thinking skills
The ability to multitask effectively and change course quickly based on priority of the task is essential.
Extremely detail oriented and proficient in communications and financial matters
Ability to see and meet a need before it arises
Proficiency in Adobe and Microsoft Office Suite, specifically Word, Outlook, and Excel required
Availability to work after hours as required

Nice To Haves

Associate’s or Bachelor’s Degree in Business or related field preferred

Responsibilities

Manage day-to-day office operations
Provide administrative support to the field/office staff
Complete client billing and invoice processing using Deltek’s Vantagepoint software
Timely entry of timesheets, corporate credit card reports, expense reports, Accounts Receivable, and Accounts Payable invoices
Build relationships and communicate promptly with vendors
Understand and maintain Subcontracts and Certificates of Insurance
Handle license plate expirations and renewals
Onboard a very high volume of new employees
Book travel and coordinate communication for field employees
Keep stock and order PPE/other safety gear
Use spreadsheets to organize employee information
Receive and process incoming mail
Assist with general contracting/business licenses in several states
Manage and track outgoing packages
Maintain high-quality conduct in client-facing communications
Keep open communication with other Landmarc OA’s
Assist with yearly safety training
Work as a team member and contribute as an individual in all tasks assigned
Other projects as assigned