Administrative Assistant

What we offer:

• Work-life balance
• Career advancement opportunities
• A great manager and/or team
• A compelling work culture and company values
• A sense of purpose and employee appreciation

Support & Stability & Technology

Located at our Itasca, IL facility and reporting to the Office Manager, the Administrative Assistant will perform various office duties which require knowledge of office systems and procedures, including supporting billing functions.

RESPONSIBILITIES:

• May assist billing team with customer billing and related administrative tasks.
• May track orders and confirm deliveries as needed.
• Support purchasing activities such as travel arrangements, organizing office lunches, ordering office supplies and similar tasks.
• Verify purchase order details, pricing, and vendor information to ensure data integrity.
• Maintain organized records of purchase transactions and supporting documentation.
• Communicate with vendors and internal departments to resolve discrepancies or missing information.
• Support the Billing Department with additional administrative tasks as required.
• Sort and distribute mail.
• Work independently and within a team on special non-recurring and ongoing projects.
• Always maintain a professional appearance and demeanor, serving as a representative of the company to visitors, clients and colleagues.
• Act as project manager for special projects, which may include coordinating facility maintenance, planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
• Answer telephones, direct calls, and take messages.
• Compile, copy, sort, and file records of office activities, business transactions, and other activities.
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
• Deliver messages and run errands.
• Inventory materials, supplies, and services.
• Complete work schedules, manage calendars, and arrange appointments.
• Compute, record, and proofread data and other information, such as records or reports.
• Type, format, proofread, and edit correspondence and other documents.
• Handle confidential and non-routine information when necessary.

MINIMUM AND/OR PREFERRED QUALIFICATIONS:

EDUCATION:

• High School Diploma (or GED or High School Equivalence Certificate) and work experience of 3 years in an office setting.

EXPERIENCE:

• Minimum 3 years in progressive Administration Assistant roles

CERTIFICATES, LICENSES, REGISTRATIONS:

• None

SKILL REQUIREMENTS:

• Administrative skills and experience
• Attention to detail and ability to work independently
• Organized with the ability to multi-task in a fast-paced environment
• Excellent verbal and written communication skills
• Strong computer skills and typing ability
• Proficient in MS Office

KEY COMPETENCIES:

• Strategic thinker with a focus on profitable growth and operational scalability
• Strong client orientation and ability to navigate complex, multi-stakeholder environments
• Data-driven decision maker with expertise in project controls and key performance metrics

PERFORMANCE METRICS:

• To be determined later

PHYSICAL DEMANDS:

• Must be able to sit and/or stand for extended periods of time.

WORK ENVIRONMENT:

• Must be able to sit and/or stand for extended periods of time.

REASONABLE ACCOMMODATION:

• Reasonable accommodation will be made to enable individuals with disabilities to perform the essential job functions unless doing so presents an undue hardship on the Companys business operations.

OTHER DUTIES:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• Employees understand the above job description and agree to comply with and be subject to its conditions.
• Employee further agrees this job description does not alter his/her at-will employment status.
• Employees understand the Company reserves the right to delegate, remove, expand or change all responsibilities.
• Employees acknowledge that he/she can fulfill the above duties with or without reasonable accommodation.