Office Assistant

Position: Office Services AssistantLocation: Downers Grove IL 60515Duration: 6+ months contract with possible extensionSchedule: Needs to be flexible to start - 2 days per week in May, then 3 days per week in June and July, then full time to cover an employee's leave August-October (8:00 a.m. to 5:00 p.m. Mon-Friday)Primary Responsibilities:Assist with corporate training sessions, meetings, and social eventsWork with building services, vendors and suppliersDeposit incoming checks promptly and accuratelySort, distribute, and manage mail for operating companies (invoices, checks, etc.)Distribute accounts payable invoices for processing and ensure timely handlingRequest and update accounts receivable information as needed to maintain current recordsRequest updates on accounts payable statuses and ensure necessary adjustments are madePrint, record, and mail accounts receivable invoices as per established schedulesMonitor and manage past due accounts, following up with appropriate parties to facilitate paymentEnsure timely distribution of statements to maintain transparent financial recordsPrint checks for operating companies, ensuring accuracy and timely distributionAssist in additional administrative tasks and document handling to support efficient operations within the finance and accounting departmentsPreparing Letters of Credit packets for banking purposesComplete and notarize lien waivers as required, ensuring accuracy and compliance with legal standardsQualifications:Professional experience in an office environmentStrong organizational and multitasking abilities, with a very strong attention to detailProven ability to work in a team environment with problem solving skills, while also being capable of working independentlyExperience in accounts payable/ receivable and/or related finance support rolesDemonstrated interpersonal skills, customer management skills, analytical, and communication skillsProficiency in Microsoft Office Suite, particularly Excel, and familiarity with accounting softwareMust be able to sit, stand, walk, lift and carry 15 pounds, reach, push a cart and pull.

Created: 2026-05-09