Administrative Assistants-Temp-Legal

3 days ago

Springfield IL, Sangamon County, IL; Illinois, United States Robinson Engineering, Ltd. Full-time
Would you like the opportunity to join our team as an Administrative Assistant at Geocon Professional Services? As a member on this team, you will have the opportunity to help manage an office that handles construction materials testing projects and geotechnical engineering projects in northern and western Illinois. Your New Opportunity Schedule and dispatch technicians based on availability, certifications, location, and project needs. Communicate schedule changes, cancellations, and staffing changes to technicians, project managers, and clients. Serve as the first point of contact for clients, employees, contractors, and visitors; Set up new projects, including contract rates, PO numbers, COI requests and billing requirements. Prepare client invoices from time sheets, field reports, test results, and contract rates. Understanding of billing process to verify contracts, budgets and review technician hours and travel to ensure billing accuracy. Prepare pay applications, lien waivers, and billing documents, and resolve billing questions and discrepancies with clients and vendors. Help monitor employee certifications and training requirements. Assist with proposals and reports, including data, photo logs, submissions, and mailings. Review documents for accuracy and completeness. Maintain project filing and document organization to ensure records are accurate, complete, and easily accessible. Office duties include but not limited to handling routine correspondence, mail, deliveries office supply stock, equipment coordination. Assist with calendars, travel, meetings, and events. Your Background and Credentials High school diploma or GED required; 2+ years of AP, AR, invoicing, bookkeeping, or office administration experience. AEC, engineering, construction, or materials testing experience preferred. Project billing, job costing, or time-and-materials billing experience preferred. Proficient in Microsoft Excel, Word, Outlook, and Adobe. Deltek Vantagepoint or similar accounting software experience preferred. Your Perks You will find competitive compensation and robust benefits including multiple health insurance options with low premiums; company paid vision, dental, LTD/STD and life insurances; annual family and corporate outings; wellness events; technology stipends and computer purchase subsidies. You will be able to give back in the community through stewardship opportunities; annual drives for local nonprofits and STEM partnerships with schools and student organizations. You will have fun with your friends at work through various company events like family zoo days, happy hours, our annual softball game, monthly office events like National Pie Day (3.14), potlucks or showing your support for your favorite Chicago baseball team The pay range for this position is $25.00 to $27.00 per hour. Final compensation is dependent on multiple factors including years of experience, any applicable licensure and/or certifications, and internal pay structures.