Administrative Assistant

Robinson Engineering, Ltd.; Illinois; On-site; USD 34,000 - 37,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) with match

Profit sharing

Job summary

Geocon Professional Services in the western Illinois suburbs is seeking an Administrative Assistant to support construction materials testing and geotechnical engineering projects. You will help manage office operations, coordinate scheduling, invoicing, and client communications.

The role requires a high school diploma (associate degree preferred) and 2+ years in AP/AR or office administration. Proficiency with Microsoft Office and Deltek Vantagepoint is desirable, with opportunities to

Qualifications

• High school diploma or GED required; associate degree preferred.
• 2+ years of AP, AR, invoicing, bookkeeping, or office administration experience.
• Experience in AEC, engineering, construction, or materials testing is preferred.
• Project billing, job costing, or time-and-materials billing experience preferred.
• Scheduling or dispatch experience preferred.

Responsibilities

• Schedule and dispatch technicians based on availability and project needs.
• Communicate schedule changes to technicians, PMs, and clients.
• Serve as first point of contact for clients, employees, contractors, and visitors.
• Set up new projects, including contract rates, PO numbers, COI requests, and billing requirements.
• Prepare client invoices and verify billing accuracy.
• Prepare pay applications and billing documents; resolve discrepancies.
• Monitor employee certifications and training requirements.
• Assist with proposals and reports; review documents for accuracy.
• Maintain project filing and document organization.
• Provide clerical support across departments; manage calendars, travel, and meetings.

Skills

Attention to detail

Organization

Time management

Communication skills

Willingness to leverage AI/technology

Education

High school diploma or GED; associate degree preferred

Tools

Microsoft Excel

Microsoft Word

Outlook

Adobe

Deltek Vantagepoint or similar accounting software

Job description

Would you like the opportunity to join our team as an Administrative Assistant at Geocon Professional Services? As a member on this team, you will have the opportunity to help manage an office that handles construction materials testing projects and geotechnical engineering projects in northern and western Illinois. This position will be based in the western suburbs.

Your New Opportunity

• Schedule and dispatch technicians based on availability, certifications, location, and project needs.
• Communicate schedule changes, cancellations, and staffing changes to technicians, project managers, and clients.
• Serve as the first point of contact for clients, employees, contractors, and visitors; direct calls, messages, and inquiries.
• Set up new projects, including contract rates, PO numbers, COI requests and billing requirements.
• Prepare client invoices from time sheets, field reports, test results, and contract rates. Understanding of billing process to verify contracts, budgets and review technician hours and travel to ensure billing accuracy.
• Prepare pay applications, lien waivers, and billing documents, and resolve billing questions and discrepancies with clients and vendors.
• Help monitor employee certifications and training requirements.
• Assist with proposals and reports, including data, photo logs, submissions, and mailings. Review documents for accuracy and completeness.
• Maintain project filing and document organization to ensure records are accurate, complete, and easily accessible.
• Office duties include but not limited to handling routine correspondence, mail, deliveries office supply stock, equipment coordination. Assist with calendars, travel, meetings, and events.
• Provide support to other departments as needed.

Your Background and Credentials

• High school diploma or GED required; associate degree preferred.
• 2+ years of AP, AR, invoicing, bookkeeping, or office administration experience.
• AEC, engineering, construction, or materials testing experience preferred.
• Project billing, job costing, or time-and-materials billing experience preferred.
• Scheduling or dispatch experience preferred.
• Proficient in Microsoft Excel, Word, Outlook, and Adobe.
• An enthusiastic, forward-thinking mindset to explore new ways to leverage AI, technology, and automation to improve workflows.
• Deltek Vantagepoint or similar accounting software experience preferred.
• Strong attention to detail and accuracy.
• Strong organization and time-management skills.
• Ability to manage multiple priorities and changing schedules.
• Strong verbal and written communication skills, with frequent client and coworker interaction.

Your Perks

You will find competitive compensation and robust benefits including multiple health insurance options with low premiums; company paid vision, dental, LTD/STD and life insurances; profit sharing and a 401(k) with a match.

You will enjoy other unique benefits like paid day off for your birthday; access to company condos in WI, MI and MO; annual family and corporate outings; wellness events; technology stipends and computer purchase subsidies.

You will be able to give back in the community through stewardship opportunities; paid time off for volunteering; annual drives for local nonprofits and STEM partnerships with schools and student organizations.

You will have fun with your friends at work through various company events like family zoo days, happy hours, our annual softball game, monthly office events like National Pie Day (3.14), potlucks or showing your support for your favorite Chicago baseball team!

The pay range for this position is $25.00 to $27.00 per hour. Final compensation is dependent on multiple factors including years of experience, any applicable licensure and/or certifications, and internal pay structures. Information related to benefits offered to employees can be found at https://www.geoconcompanies.com/careers