Sr. Administrative Assistant (Project Billing)

NWESI • Boise, ID

4d • Onsite

About The Position

Northwest Engineering Service, Inc. is hiring a Commissioning Services Division Administrator for its Boise, Idaho office. The role provides administrative support to division leadership and helps ensure efficient office operations, including project setup, project billing, accounts receivable, and coordination with project managers and accounting staff. The administrator also supports office communications, records, supplies, vendors, equipment, safety, IT-related needs, and employee training. The position is eligible to participate in the company’s Employee Stock Ownership Plan.

Requirements

• Associate’s or bachelor’s degree in Business Administration or a related field preferred.
• At least 5 years of administrative experience, ideally supporting senior management.
• Strong proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Excellent verbal and written communication skills.
• Strong organizational skills and ability to multitask and prioritize.
• Ability to handle sensitive information and maintain confidentiality.
• Strong interpersonal skills and ability to interact professionally with diverse personalities.
• Problem-solving ability and adaptability to changing needs and situations.
• Attention to detail and accuracy.
• Ability to pass pre-employment and ongoing background checks and drug screens.
• Valid driver’s license and a good driving record.

Nice To Haves

• Familiarity with Smartsheet software.
• Familiarity with Ajera software.

Responsibilities

• Set up projects, phases, and billing information in the company accounting system.
• Prepare and process approximately 60–70 client invoices monthly according to project managers’ billing instructions, ensuring accurate and timely submission.
• Manage complex project billing, including multiple phases, client-specific procedures, and online billing portals.
• Prepare, track, and submit lien waivers, releases, and other documents required for invoicing and payment processing.
• Coordinate with project managers and accounting staff to resolve billing discrepancies, track outstanding requirements, and support timely invoicing and payment processing.
• Manage administrative aspects of quoting, job setup, and accounts receivable for the Commissioning Services Division.
• Provide administrative support to office leadership, including scheduling meetings, coordinating travel, assisting with onboarding and offboarding, and planning social and business functions.
• Gather and maintain division business documents in electronic archives.
• Maintain inventory of office, kitchen, and other supplies.
• Greet visitors in the office lobby and manage incoming calls, directing them to technical or business development staff as appropriate.
• Assist administrative and technical staff with word processing, data entry, filing, copying, basic technology issues, and database management.
• Work with IT and participate in IT-related matters.
• Serve as the primary contact for location vendors, including alarm, supply, and equipment vendors.
• Coordinate regional equipment inventory and function as the primary contact for regional-specific equipment; place orders as directed by the Commissioning Services Division Manager.
• Determine and place orders for regional office safety supplies.
• Coordinate with Executive and IT teams during inclement weather, alarm, or technology-related incidents to help secure the office and inform personnel.
• Assist with or arrange employee training, classes, and webinars.
• Manage or maintain company sustainability practices.
• Work with accounts payable regarding regional vendors.
• Ensure reports meet professional writing and consistency standards and company branding guidelines.
• Request insurance certificates for Commissioning projects and clients.
• Perform other duties as assigned.

Benefits

• Medical, dental, and vision coverage, with a $450 Cafe Contribution provided by the company.
• Company-paid life and disability insurance.
• Flexible Spending Account and Dependent Care Reimbursement Account.
• Reimbursement for professional-development-related educational and credentialing expenses, with defined pay raises or bonuses related to certifications.
• 31 paid days off, including holidays and PTO.
• Profit-sharing program and 401(k).
• Employee Stock Ownership Plan with a minimum 3% annual company contribution to employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree