Invoicing Specialist/Office Manager

R&R Human Resources Solutions; Des Plaines (IL); On-site; USD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking an Invoicing Specialist/Office Manager to join their team. This full-time role involves managing company invoicing, assisting customers, and performing essential office duties. The ideal candidate will have a background in business education and strong technology skills. You'll be part of a supportive environment that values diversity and offers a competitive compensation and benefits package. If you're looking for an opportunity to grow with a reputable company, this position is a perfect fit!

Qualifications

• Education in business preferred, strong technology skills required.
• Experience with invoicing and office management is beneficial.

Responsibilities

• Manage invoicing, customer interactions, and office tasks efficiently.
• Create and process invoices, maintain customer records, and assist in documentation.

Skills

Technology Skills

Education

Associate’s Degree

Bachelor’s Degree

Business Coursework

Tools

Foundation Accounting Software

Job description

Gilco Scaffolding Services, located in the northwest suburbs of Chicago, is Chicago’s leading scaffolding contractor for over 75 years. Family owned and operated, we provide excellence in scaffolding installations, rentals and other related services.

The Invoicing Specialist/Office Manager performs company invoicing, manages customer walk-ins, answers telephones, provides customer assistance, and performs data processing and record-keeping.

Responsibilities

Invoicing:

1. Create invoices for contract billing, entering charges into the proper accounts.
2. Calculate charges for time and materials billing.
3. Assign account numbers and enter customer information into Foundation accounting software.
4. Maintain files for tax exempt customers.
5. Assign project ID number and update related information.
6. Create and submit AIA 702/703 forms manually or online as needed.
7. Create and submit certified payroll forms manually or online when needed.
8. Create and submit change order requests for additional contract billing.
9. Track and invoice additional rentals.
10. Create billing recaps and spreadsheets as needed for complicated billing, per customer requests.
11. Run monthly statements and mail to customers.
12. Create credit memos and post to customer accounts as needed.
13. Verify that tax accounts balance with invoicing weekly.
14. Set up and track OCIP/CCIP jobs, manage monthly payroll and payment reporting.

Office Manager Duties:

1. Greet customers and the general public and refer to the appropriate person as necessary.
2. Receive incoming mail and packages.
3. Assist in the completion of customer pre-qualification documentation.
4. Manage City of Chicago Permits, maintain permits in Gilco database, process renewals, etc.
5. Notarize documents as required.
6. Perform special projects as assigned.

Qualifications

1. REQUIRED EDUCATION AND EXPERIENCE – Associate’s or Bachelor’s Degree is preferred. Coursework in general basic business courses would be a plus.
2. Good technology skills.

This is a full-time position. Monday – Friday 7:00 am-3:30 pm.

Outstanding opportunity with an established company! Great compensation and benefits package!

Gilco Scaffolding is committed to creating a diverse environment and is proud to provide equal employment opportunities in all employment practices. We will honor your experiences, perspectives, and unique identity.