Senior Office Administrator

Job DetailsJob Location: Landmarc Naperville IL - Naperville, IL 60563Salary Range: $60,000.00 - $80,000.00 SalaryFrom its inception in 1991, Weaver Consultants Group has been founded upon the tenets of attentive and responsive customer service, strong project management, and solid internal financial controls. The quality of our people, our focus on understanding and responding to our clients' needs, and our application of good business management practices have resulted in most new projects originating from our existing customer base. Over the years, our professionals have faced the challenges of a constantly changing industry. Shifting federal and state regulations, cultural trends, and technical innovations have vastly impacted the way businesses work. Throughout it all, our team has remained dedicated to our clients, helping to identify pragmatic solutions to help them achieve their business objectives.

Weaver Consultants Group prides itself on our people - A talented group of engineers, scientists, support staff and administrators who are as dedicated to client service as they are to their professional or technical discipline. If you are a motivated and committed individual, please apply to join our growing team!

The Office Administrator will support our office on all professional services operations, including management and staff personnel, as well as all billing functions to include client invoicing, project registration, report preparation and supporting project managers. Responsibilities will also include but will not be necessary limited to acting as back up on administrative functions such as phone coverage and time sheets.

Responsibilities:


Manage a full time administrative assist to include:


Setting job responsibilities and deadlines
Delegating job priorities
Administering yearly reviews and merit increases
Partnering with human resources on any employee relations issues


Manage the Client Invoicing process to involve:

Entering a high volume of client invoicing on a weekly and monthly basis for several practice groups that in-house and in other offices throughout the company
Submitting invoices to clients on daily basis for payment
Ensuring accuracy on all invoices
Answering all questions on invoices and bringing all issues to resolution


Manage office operations on a daily basis
Maintain the business operations by setting up all projects and proposals efficiently on a daily basis
Run monthly billing reports and submit to project managers
Implement and follow through on all project manager requests on a timely basis
Enter time and expenses into accounting system for billing purposes
Submit lien waivers to title companies and clients on as needed basis
Obtain certificates of insurance for clients
Support project managers on administrative tasks as needed
Obtain and submit all new hire paper work to Human Resources
Submit new hire and current employees benefit paper work to Human Resources
Back up the administrative assistant as needed in the following areas: phone coverage, accounts payable, report production, scanning, and entry of time sheets
Other projects as needed
Qualifications
High School diploma or GED required; Associate’s or Bachelor’s Degree in Business or related field preferred
Minimum 3-5 yrs. professional experience with administrative/financial support role with professional services firm strongly preferred
Relevant professional experience in accounts receivable and accounts payable
Billable industry experience a plus
Experience working with lien waivers a plus
Proficiency in Microsoft Office Suite specifically Word, Adobe, Outlook, Power Point, and Excel required
Prior experience with ERP software to process accounting transactions is desirable and specific experience with DeltekVision is a plus
Proficiency in Publisher a plus
Flexible schedule/Overtime as needed
Strong organizational skills
Detail oriented and proficient at both communications and financial matters.
The ability to respond to constantly changing priorities and quickly changing client needs is essential.




EOE/AA/M/F/Vet/Disability

Weaver Consultants Group maintains a drugfree workplace.