Administrative Assistant - Scheduling, Billing & Project Support

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

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