Accounting and Administrative Coordinator

Total Technology Solutions Group (TTSG) is looking for a highly organized, personable Accounting and Administrative Coordinator to join our Hanover Park office. This role blends front-office energy with hands‑on accounting work — you'll be the first face our visitors and callers see, the person who keeps our billing and collections running smoothly across three affiliated companies, and the one who makes sure our team celebrations actually happen.

If you're detail-oriented with numbers but also love bringing people together, we want to hear from you.

• Prepare and distribute invoices, receipts, and payment reminders across all three companies, including daily sales orders and billable service calls
• Process weekly customer invoicing in Quick Books Online and audit software licenses against customer agreements
• Research and correct billing errors

• Process incoming checks, credit card, ACH, and wire receipts; prepare daily deposits and apply payments to open invoices
• Research and resolve unapplied cash and short payments; pull monthly processing reports

• Make collection calls and send collection emails, following up on past‑due accounts on a defined schedule
• Maintain collection records, customer updates, and account notes
• Administer customer “on hold” status, finance charges, and tax exemption renewals
• Research billing disputes and prepare aging reports

• Serve as the first point of contact for visitors, clients, and callers; manage phones, mail, and deliveries
• Keep reception and common areas running smoothly; order office supplies
• Take the lead on planning and ordering lunch for company events, and head up birthday celebrations and other team recognition moments — this is the role for someone who brings energy and enjoys making the office a fun place to be
• Assist with expense tracking, reconciliation, and month‑end/year‑end support

• High school diploma required; associate's degree preferred, or equivalent experience
• 3+ years of administrative, billing, AR, or collections experience (5+ preferred)
• Quick Books Online experience preferred; E-automate or copier/document‑imaging ERP background a strong plus
• Comfortable making collections calls, with strong organizational and communication skills
• Outgoing and energetic — someone who thrives on being the face of the office and genuinely enjoys planning events and celebrations for the team
• Able to manage frequent interruptions at a front desk while handling sensitive information with discretion

Standard office setting with prolonged periods at a desk. This is an interrupt‑driven role — expect frequent calls, visitors, and internal questions — with occasional light lifting. Workload picks up during the monthly billing and collections cycle.