We are seeking a detail-oriented and motivated individual to help run daily office operations, support team accountability, and foster a positive, motivated workplace culture. This position will serve as a central point of coordination for our Rolling Meadows Office departments, including our Environmental Services and Architecture Engineering groups. Our ideal candidate will have excellent follow-through, communication skills, and administrative organization. These responsibilities will be carried out while also dedicating approximately 60% of time to billing functions in collaboration with our Billing Coordinator.
Within the Billing Coordinator function, the candidate should be equipped with invoicing experience to administer the client billing procedure from start to finish and work with the team to ensure accuracy and timeliness.
If you are looking for a versatile role, where you can utilize your multitasking skills and support our departments to ensure smooth operations, this is the role for you!
RESPONSIBILITIES:
• Provide administrative support for daily operations, ensuring efficiency across departments
· Inventory and supply ordering in collaboration with Headquarters Office
· Office upkeep, including common areas, lunchroom, office supply cabinets
· Fleet Vehicle Oversight in collaboration with Headquarters Office
· Lunch orders or event organization as needed
· First point of contact in the office, printer maintenance, mail, etc.
· Maintain awareness of staff schedules, including in-office presence, work-from-home arrangements, and early departures
· Assist in communicating office expectations, reminders, and operational updates
· Work with Project Managers to gather all necessary billing support documentation
· Work closely with the Billing Team to prepare, review, and process invoices
· Track billable activities, documentation, and timelines to support accurate invoicing
· Review and prepare draft invoices to distribute to Project Managers
· Meet with Project Managers to review draft invoices and discuss project status
· Review reimbursable and direct expenses billed to projects
· Keep accurate records of client information, received payments, and any relevant data
· Follow established billing process and alert of any discrepancies
· Timely response and follow up to billing team, management, and clients
Other duties as needed for daily operations, liaison with Chicago colleagues
· Associate or bachelor’s degree in business administration, accounting, ora similar field preferred
· 2-3 years of experience in accounting or finance
· Proficiency with Microsoft Office and data entry task
· Proven experience in billing or related field
· Strong attention to detail and accuracy in data entry
· Excellent phone etiquette and communication skills
· High level of professionalism, discretion, and accountability
· Ability to workboth independently and as part of a team with the ability/desire to lead tasks
QUALIFICATIONS:
To perform thisjob successfully, an individual must be able to perform each essential dutysatisfactorily and meet the requirements below. Reasonable accommodation may bemade to enable individuals with disabilities to perform the essential functionsin accordance with ADA compliance.
BENEFITS:
Specialty Consulting Inc. offers competitive wages andcomprehensive benefits including medical, prescription, dental, vision, timeoff with pay, 401(k) with company match, life insurance, disability Insurance,cell phone reimbursement, and professional development opportunities.
