Office Administrator

Stuart Dean Company; Chicago (IL); On-site; Full time

Job summary

A leading company in the Facilities Services industry is seeking an Office Administrator for its Chicago office. The role involves crucial responsibilities in billing, account management, and general office support. Ideal candidates should possess strong organizational skills and the ability to multitask effectively in a busy environment. Experience in administrative support with billing software knowledge is highly valued.

Benefits

Medical insurance

Vision insurance

401(k)

Qualifications

• 3 to 5 years of office/administrative support experience required.
• Prior experience with billing processes and customer service preferred.
• Experience with software like Acumatica is a plus.

Responsibilities

• Manage accounts receivable, creating and processing invoices.
• Maintain organized records of invoices and documentation.
• Provide exceptional customer service and resolve billing inquiries.

Skills

Attention to detail

Verbal communication

Written communication

Interpersonal skills

Initiative

Education

High school diploma

Tools

Microsoft Word

Microsoft Excel

SharePoint

Outlook

Job description

This range is provided by Stuart Dean Company. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$24.04/hr - $26.44/hr

Job Summary

As an Office Administrator, you will play a crucial role in billing and receivables, answering the telephone, general office administration, and electronic filing in the Chicago office. You will be responsible for compiling, computing, and recording billing, accounting, and other numerical data for billing purposes. The position will prepare billing invoices for services rendered. Strong organizational skills, attention to detail, and ability to handle multiple tasks will be essential in this role.

Responsibilities

• Manage all aspects of accounts receivable, including creating, processing, and submitting invoices
• Submit invoices through various customer portals, ensuring timely and accurate delivery
• Prepare itemized statements, AIA billing documents, and lien waivers as required
• Verify billing data for accuracy and correct any errors or discrepancies
• Ensure all invoices include appropriate purchase order (PO) numbers
• Maintain accurate and organized records of invoices and supporting documentation
• Provide exceptional customer service with a strong focus on client communication and satisfaction
• Proactively contact customers to resolve billing issues or questions
• Perform collections activities and follow up on overdue payments
• Respond to customer inquiries via phone or email with professionalism and clarity
• Communicate effectively with internal staff and customers to address billing questions or concerns
• Maintain and update digital filing and database systems
• Compile, sort, and file records related to office activities and business transactions
• Process and prepare business documents and customer forms as needed
• Verify accuracy of billing data and revise any errors
• Resolve discrepancies in accounting records
• Keep records of invoices and support documents
• Provide accounts payable backup, including invoice inquiries and system entry)
• Update the customer detailed spreadsheet daily

Skills & Experience

• High school diploma required
• Minimum of 3 to 5 years of office/administrative support experience of performing day-to-day administrative tasks
• Prior experience with basic office accounting processes, billing software experience, customer service processes and transactions, data entry, administrative support and report creation strongly preferred
• Strong attention to detail and thoroughness in completing work tasks
• Excellent verbal and written communication skills required to provide information to managers and co-workers by telephone, in written form and e-mail
• Strong interpersonal skills. Develops constructive and cooperative working relationships with others and maintains them over time
• Demonstrates experience of communicating with people outside the organization, representing the organization to customers and other external sources. This information can be exchanged in writing, by telephone or e-mail
• Proficient in Microsoft: Word, Excel, SharePoint and Outlook
• Competent at reviewing, editing, and preparing basic reports and basic billing/invoicing documentation
• Demonstrated ability to use initiative and willingness to take on responsibilities and challenges
• Experience using Acumatica is a plus

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative and Customer Service

• Industries

  Facilities Services

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Inferred from the description for this job

Medical insurance

Vision insurance

401(k)

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