Billing & Office Administrator

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!

We are looking for an experienced Office Administrator to join our team. We are looking for someone who wants to work onsite in our Naperville office.

Responsibilities

• Manage day-to-day office operations and provide administrative support to the technical/professional staff
• Using Deltek’s Vantagepoint software, manage and complete client billing and invoice processing, including project set ups, timely entry of expense reports, timesheets, corporate credit card reports, check requests, Accounts Receivable, and Accounts Payable invoices
• Help technical/professional staff prepare letters, reports, proposals and the like using Microsoft and Adobe software products and occasionally print, bind and ship hard copy reports and other deliverables
• Assist with the on-boarding of new employees
• Maintain communications with building management and other vendors
• Maintain Subcontracts and Certificates of Insurance

Provide backup on an as-needed basis related to:

• Assist in the planning and implementation of company events such as holiday parties and anniversary celebrations
• Manage inventory of office and kitchen supplies on a daily basis
• Greeting customers and clients in a friendly and professional manner and communicate arrival to the appropriate party
• Receive incoming mail and packages and deliver to the appropriate party
• Manage outgoing mail and packages
• Answer/screen incoming calls with a pleasant voice and efficiently transfer calls to the appropriate party
• Work as a team member and contribute as an individual in all tasks assigned
• Other projects, as assigned by project managers, accounting supervisors, and HR supervisors

Qualifications

• 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
• Strong organizational skills
• Detail oriented and proficient at both communications and financial matters
• Proficiency in Adobe and Microsoft Office Suite, specifically Word, Outlook, Power Point, and Excel required
• Prior experience with Enterprise resource Planning (ERP) software to process accounting transactions is required and experience with Deltek accounting software, especially Vantagepoint would be a major plus
• The ability to respond to constantly changing priorities and quickly changing client needs is essential
• Availability to work overtime as required

From 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.

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Salary : $22 - $30