Office Assistant

Candidate must reside in the Libertyville, IL area, as it requires in-office presence.

Our client, a national low voltage contractor for multi-location enterprises, is seeking a highly qualified office assistant with AP/AR experience. This position will report to the Office Manager and responsibilities include supporting projects, documentation and communication with PM’s, and typical AR and AP duties, as well as support for closing out projects undertaken by the project management team. This candidate will be responsible for a wide variety of administrative & functional support items of day-to-day activities.

The ability to effectively meet deadlines is integral to our value proposition as a solution provider for our national clients and partners. With this, the candidate should have experience in managing multiple projects in a fast-paced environment. Being relational and accountable are essential to being successful in this position.

• Assists PM’s with project reporting, status updates, documentation, and general administrative support to keep projects on schedule.
• Process Sales Orders and Purchase Orders for new jobs, ensuring accuracy, timely entry, and alignment with project requirements.
• Create and Manage Work Orders for service requests, including gathering required details, entering work orders into the system, and coordinating with internal teams as needed.
• Maintain organized project files, logs, and tracking tools to support transparency and efficient workflow.
• Communicate with internal departments and external partners to resolve order discrepancies, clarify project details, and support timely job completion.
• Support general office and operational tasks assigned to enhance team efficiency.

• Oversee Open Purchase Order file to ensure accuracy.
• Receive & verify accuracy of vendor bills. Enter approved bills into QB, follow up on others to resolution.
• Assist with research of new vendor and maintain vendor database in QB.
• Continually review and update key vendor records in QB (Certificate of Insurance & W-9’s).
• Maintain all A/P paper files.

• 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.

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

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

Preference will be given to

• Experience with Quick Books.
• Proficient in CRM Platforms (e.g. Hub Spot, Smartsheets, Clickup)

We offer a competitive compensation plan with a benefits

• Competitive hourly rate: this role is an hourly position at $20/hour
• Part Time position working 20 hours per week
• Flexible daytime work schedule - 9am-2pm either M-TH or Tu-Fri