Administrative Assistant in Wauconda, IL at Elite Staffing Inc.

Date Posted: 5/16/2023

Job Snapshot

Job Description

Administrative Assistant
Accounting Clerk/ Sales Assistant

The main objectives of the Maintenance Office Specialist position are to contribute to the efficiency and quality of work by providing support to the Maintenance Sales department. S/he will assist with the organization and maintenance of applicable records and files and the overall facility office environment and workflow. S/he will complete the tasks set forth by the manager with attention to quality and detail.
Focus on:
• Timely and accurate sales support, billing, collections, bill payment, and payroll processing.
• Timely and accurate support to facility team.
• Effective cost control
• Satisfied clients & staff
Perform Maintenance Sales Support Functions such as:
  • Bid/proposal preparation and conversion to work order and contract
  • Job packet preparation and distribution
  • Billing of enhancement and snow work
  • Assist with Accounts Receivable and Collections
  • Running and Correcting Reports
-Open Order Reports
-Billing Report
-Customer Statements & Invoices as needed
-Project Detail Transaction Report
-Accounts Receivable Aging Report upon request
-Item Requirement Report
-Contract Analysis Report
-Customer Profile Report
  • Professionally answer all in-coming phone calls (per the phone answering policy), appropriately direct the calls, take accurate messages when necessary and do any necessary follow-up on a timely basis. Build relationships with the customer base that calls in on a regular basis.
  • Handle customer complaints with tact and promptly resolve them in order to ensure constant customer satisfaction and to facilitate contract renewal.
o Provide general administrative support for the Senior Account Representative, Account Representatives, Customer Service Specialists, managers, facility manager, office manager and HR Manager.
  • Monitor the facility’s in-out board and sign in sheets. Be aware of who is in and out of the building in an effort to appropriately respond to callers.
  • Prepare and post facility lock-up schedule.
o Provide any tracking that may be required by the Office Manager or other managers such as production schedule and open orders.
o Create and maintain contract files/books for the Facility, including job files, contract books, etc.
o Assist in requesting and submitting certificates of insurance.
o Assist in requesting JULIE markings for properties.
o Submit the office supplies order to the Office Manager on a monthly basis as needed.
o Assist with the maintenance and ordering of replacement toner for copiers, printers and fax machines in conjunction with the Manager of Information Technology.
• Professional call handling and reception skills required.
• Computer proficiency in a Microsoft office environment and prior experience working with a computerized accounting system.
• The ability to effectively manage multiple tasks simultaneously.
• Excellent administrative, organizational, and written and verbal communication skills and attention to detail and accuracy.
• Collaborative, teamwork attitude and outlook, with an ability to work effectively under pressure, belief in personal accountability, and strong work ethic.
• Fast and accurate data entry skills.
• Previous experience with spreadsheets, data entry, and word processing.
• Minimum one to two years experience in high volume, fast-paced, deadline-oriented work environment(s).
  • General accounting background and exposure to an accounting software package.
Temporary to Hire
Wauconda, IL

Please send resumes to

All employees of Elite Staffing must be 18 years or older and authorized to work in the United States.

Elite Staffing, Inc. is proud to be an equal opportunity employer. Our policy of equal employment opportunity is to recruit, hire, train and promote persons without regard to race, color, religion, national origin, sex, age, disability, handicap or any other protected status.CB3