Office Assistant - (Part Time - Onsite)

Candidate Requirements

• Resides in the Libertyville, IL area
• Requires in-office presence

Job Duties

• Supports PM’s with project reporting, status updates, documentation, and general administrative support
• Processes Sales Orders and Purchase Orders for new jobs
• Creates and manages Work Orders for service requests
• Maintains organized project files, logs, and tracking tools
• Communicates with internal departments and external partners to resolve order discrepancies, clarify project details, and support timely job completion
• Supports general office and operational tasks to enhance team efficiency

Accounts Payable Duties

• Oversees Open Purchase Order file to ensure accuracy
• Receives and verifies accuracy of vendor bills
• Enters approved bills into QB, follows up on others to resolution
• Affords assistance with research of new vendors and maintains vendor database in QB
• Continually reviews and updates key vendor records in QB (Certificate of Insurance & W-9’s)
• Maintains all A/P paper files

Skills and Abilities

• Experience in both AR and AP work
• Excellent verbal and written communication skills
• Proficient in Microsoft Office Suite or related software as well as other accounting software programs
• Ability to operate related office equipment, such as computers, 10-key calculator, and copier
• Ability to work independently and in a fast-paced environment
• Ability to anticipate work needs and interact professionally with customers
• Excellent organizational skills and attention to detail

Education and Experience

• High school diploma or equivalent required
• Associates or Bachelors degree in Accounting preferred
• At least two years of related experience required

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

Preferred Qualifications

• Preference given to candidates who have experience with QuickBooks
• Proficiency in CRM Platforms (e.g. HubSpot, Smartsheet, Clickup)