Administrative Associate

1 month ago

Highland Park, United States Mariani Enterprises, LLC Full time
Job DescriptionJob Description

Mariani Enterprises, LLC has an opening for a Full-time Administrative Associate to work on-site in our Design Studio located in Highland Park, IL.

Position Summary: Provide administrative support for the Design Build unit, including coordinating direct mailings and working on special projects for the entire organization. This position interacts with a diverse group of important external clients as well as internal contacts at all levels of the organization.

Benefits for Full-Time Associates:
• 401(k) plan with company match
• PPO & HMO health insurance options
• Dental insurance
• Vision insurance
• FSA/HSA
• Long-Term Disability and Life Insurance
• Paid time off
• 7 paid Holidays per year including discretionary year-end holiday shut-down.
• Tuition Reimbursement (after one year of service)

Preferred Skillset:
• Previous Aspire Experience
• Demonstrate strong proficiency in Microsoft Office Suite

Knowledge and Skill Requirements:
• At least 2 plus years experience in an administrative support role or professional working environment
• Demonstrate strong attention to detail and problem solving. Focus on process improvement.
• Demonstrate strong communication skills, both verbal and written, with Mariani associates and clients on a consistent basis.
• Knowledge of landscape terminology as demonstrated by work experience preferred, but not required.
• Ability to plan, prioritize, and organize a diverse workload.
• Demonstrate flexibility to perform duties wherever volume deems necessary.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
The essential functions of this position include, but are not limited to the following:
• Perform data entry in Aspire on a daily basis, including proposal entry, change orders processing, process status updates including STP (Sending to Production) and billing processing.
• Produce accurate and timely client proposals, invoicing, subcontractor proposals and subcontractor invoicing.
• Familiarize yourself with and follow all company policies, procedures, and work standards.
• Provide administrative support for all business units, including data entry, typing, correspondence, report generation, and filing.
• Gather and distribute information for the signed proposals/contracts.
• Prepare, photocopy, email and fax information and documents as needed or requested.
• Type and distribute, upon review and approval, client correspondence, reports, and projects.
• Coordinate departmental correspondence, reports, memos, and projects to facilitate ongoing communications and efficient departmental operations.
• Maintain records, organize filing, and archive system to facilitate the expeditious retrieval of information.
• Handle confidential and non-routine information.
• Work independently and within a team on special and nonrecurring, as well as ongoing projects.
• Ensure efficient process and information flow for the workload requirements.
• Complete work within appropriate timeframe in order to prevent backlog.
• Consistently evaluate work and determine if further steps are needed to meet internal and externa client expectations.
• Prepare and research information to determine process issues as requested by management.
• Maintain high standard of quality of all work performed.
• Communicate problems, client concerns, associate matters, etc. to the Administrative Support Supervisor and/or Manager in a timely manner.
• Assist in the monthly billing process for construction/Design Build projects, including weekly reporting.
• Assist in producing all client and subcontractor invoicing, partial and final information as requested by the department and outside clients.
• Assist to produce and distribute all necessary job cost information in a timely manner.
• Assist to create and distribute credit memos.
• Assist to apply deposits and payments in a timely manner.
• Assist with waivers for sub-contractor invoicing.
• Arrive for each workday on time and prepared.

Educational Requirements:
• HS Diploma

Working Conditions:
Work requires intermittent physical activity including bending, reaching, and prolonged periods of sitting. Responsibilities may require evening and weekend work in response to client needs and deadlines.

For more information about Mariani, please visit our website at www.marianilandscape.com.

Mariani is an Equal Opportunity Employer. M/F/D/V

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