Sr. Administrative Assistant (Project Billing)

NWESI • Boise, ID

3d • 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. It combines project setup and billing, accounts receivable coordination, office administration, communications, vendor and equipment coordination, and support for project management and divisional goals. The position also supports company sustainability practices and helps maintain professional, consistent, and on-brand reports and records.

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 abilities 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 with a good record.

Nice To Haves

• Familiarity with Smartsheet.
• Familiarity with Ajera.

Responsibilities

• Set up projects, phases, and billing information in the company's accounting system.
• Prepare and process approximately 60–70 client invoices each month according to project manager instructions, ensuring accuracy and timely submission.
• Manage complex project billing, including multiple project phases, client-specific billing procedures, and online billing portals.
• Prepare, track, and submit lien waivers, releases, and other documentation required for client invoicing and payment processing.
• Coordinate with project managers and accounting staff to resolve billing discrepancies, track outstanding billing 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 divisional business documents in electronic archives.
• Maintain inventory of office, kitchen, and other supplies.
• Greet visitors professionally in the 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 items.
• Serve as the main contact for location-related vendors, including alarm, supply, and equipment vendors.
• Coordinate with technical team members to maintain regional equipment inventory and function as the main contact for regional equipment; place orders as directed by the Commissioning Services Division Manager.
• Determine and place orders for regional office safety supplies.
• Work with Executive and IT teams during inclement weather, alarm, or technology-related incidents to secure the office and keep personnel informed.
• Assist with or arrange employee training, classes, and webinars.
• Manage or maintain company sustainability practices.
• Work with accounts payable for regional vendors.
• Ensure reports meet professional writing and consistency standards and comply with company branding guidelines provided by the Business Development Group.
• 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 educational and credentialing expenses related to professional development.
• 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