ADMINISTRATIVE & ACCOUNTING CLERK

IROQUOIS INDUSTRIAL GROUP LLC; Watseka (IL); On-site; USD 25,000 - 39,000; Full time

Job summary

IROQUOIS INDUSTRIAL GROUP LLC is seeking a dependable Administrative & Accounting Clerk to support day-to-day financial and administrative needs across multiple small businesses, with a focus on AIA construction billing, AR, collections, and vendor compliance. The ideal candidate is organized, detail-oriented, deadline-driven, and capable of handling multiple companies and priorities while maintaining accurate records.

Notary Public certification is preferred.

Qualifications

• Prior experience in AR, billing, bookkeeping, or office administration.
• Experience with AIA/construction billing strongly preferred.
• Excellent detail orientation and time management.
• Strong communication and ability to work independently or as a team.
• Ability to handle confidential information.

Responsibilities

• Prepare and process AIA construction billings and supporting docs.
• Prepare customer invoices and maintain billing records.
• Monitor accounts receivable for multiple companies.
• Post and reconcile customer payments.
• Follow up on outstanding invoices and collect where needed.
• Communicate with customers about balances and discrepancies.
• Maintain vendor files and COIs; track insurance expirations.
• Prepare and file sales tax documents for multiple companies.
• Provide general clerical support and data entry.
• Handle confidential financial information appropriately.

Skills

Accounts receivable

Billing

Bookkeeping

Office administration

Excel

Outlook

Notary Public (preferred)

Tools

AIA billing software

COI tracking system

Microsoft Office

Job description

Seeking a dependable, detail-oriented Administrative & Accounting Clerk to support the day-to-day financial and administrative needs of multiple small businesses. This position will have a strong focus on AIA construction billing, accounts receivable, collections, vendor compliance, sales tax reporting, and general clerical support.

The ideal candidate is organized, comfortable working with numbers and deadlines, able to manage multiple companies and priorities, and takes pride in accurate and timely work. Experience with construction billing and accounting is highly desirable.

Notary Public certification is preferred, or the successful candidate must be willing to become a Notary Public.

KEY RESPONSIBILITIES

Billing & Accounts Receivable

• Prepare and process AIA construction billings, including progress billing applications and supporting documentation.
• Prepare customer invoices and maintain accurate billing records.
• Monitor accounts receivable for multiple companies.
• Post and reconcile customer payments.
• Follow up on outstanding invoices and perform routine collection activities.
• Communicate professionally with customers regarding invoices, account balances, payment status, and discrepancies.
• Maintain accurate customer account information and documentation.
• Assist with account reconciliations and other accounting-related tasks as needed.
• Request, obtain, and maintain current Certificates of Insurance (COIs) from vendors, subcontractors, and other required parties.
• Track insurance expiration dates and follow up on missing or expired certificates.
• Maintain organized electronic and/or physical vendor files.
• Assist with other vendor compliance documentation as required.
• Prepare and complete sales tax documents and filings for multiple small companies.
• Gather information necessary for timely and accurate sales tax reporting.
• Maintain organized records supporting tax filings.
• Monitor filing deadlines and ensure required documentation is submitted on time.
• Assist with other administrative reporting requirements as needed.

General Administrative Support

• Provide general clerical and administrative support to management.
• Maintain organized files, records, and documentation for multiple companies.
• Prepare correspondence, reports, spreadsheets, and other business documents.
• Assist with data entry and document processing.
• Handle confidential financial and business information appropriately.
• Become familiar with the administrative and financial requirements of each company.
• Perform other related duties as assigned.

QUALIFICATIONS

• Previous experience in accounts receivable, billing, bookkeeping, accounting, or office administration.
• Experience with AIA billing/construction billing strongly preferred.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Comfortable handling collections and communicating professionally with customers.
• Ability to manage multiple companies, accounts, and deadlines.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Ability to learn accounting and billing software quickly.
• Strong written and verbal communication skills.
• Ability to work independently while also functioning effectively as part of a team.
• High level of confidentiality, reliability, and professionalism.

PREFERRED QUALIFICATIONS

• Experience with AIA billing and construction accounting.
• Experience with sales tax filings.
• Experience obtaining and tracking Certificates of Insurance.
• Current Notary Public commission, or willingness to become a Notary Public.
• Experience working with multiple small businesses or companies.

IDEAL CANDIDATE

The successful candidate will be a self-motivated, organized, and detail-oriented professional who can take ownership of recurring administrative and accounting responsibilities.

This person should be comfortable following up on outstanding items, communicating with customers and vendors, meeting deadlines, and keeping accurate records without requiring constant supervision.

We are looking for someone who is dependable, willing to learn, and interested in becoming a long-term member of our organization.