Overview
Office Assistant Jobs in Downers Grove, Illinois, USA at Particle Technology Labs
Purpose:
The Office Assistant is responsible for accurately entering and processing customer invoices, reconciling accounts, and ensuring that payments are recorded on time. In addition, s/he will provide administrative support to the HR department and coordinate shipping activities for the company. Responsibilities include, but are not limited to, assisting with recruitment and onboarding processes, maintaining employee records, and providing customer service to both internal and external stakeholders.
Essential Duties and Responsibilities:
Invoicing
Verify that all billing information is accurate and up-to-date
Maintain and update customer files, including name or address changes, mergers, or mailing addresses
Create invoices according to company practices; submit invoices to customers
Prepare, post, verify, and record customer payments and transactions related to accounts receivable
Work with customers to resolve billing disputes or discrepancies
Field inquiries regarding the current status of customer accounts
Relay changes of information to the appropriate employees
Human Resources
Assist with recruitment and onboarding processes
Maintain employee records and ensure accuracy of data
Assist with the development and implementation of HR policies and procedures
Provide support to employees on HR-related matters
Conduct employee surveys and analyze results
Assist with the development of training programs and materials
Assist with the administration of benefits programs
Shipping Coordinator
Enter inbound and outbound shipping invoices and match them to customer projects
Working with our customs broker to assist our international clients with inbound shipments
Supporting sample return activities from the accounting standpoint.
Additional Responsibilities
Further duties may be assigned based on the employees background, experience, and capabilities
Education/Experience Requirements:
Associate’s degree or higher in business, accounting, HR, or related field
Proven experience as an office assistant or similar role
Quick Books Online experience preferred
Proficient in Microsoft 365, Teams, and Outlook
Experience with Paycor or other HRIS platform preferred
Demonstrates:
Excellent communication and interpersonal skills
Strong organizational and time management abilities
Attention to detail and problem-solving skills
Ability to multitask and prioritize tasks effectively
Ability to work independently and in a fast-paced environment
Ability to anticipate work needs and interact professionally with customers
Ability to maintain confidential information
Salary Range: $43,000-$45,000 annually
Job Type: Full-time
Benefits:
401(k)
401(k) matching
Health, dental, and vision insurance
Employee assistance program
Flexible spending account
Life insurance
Paid time off
Compensation details:
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Title: Office Assistant
Company: Particle Technology Labs
Location: Downers Grove, Illinois, USA
Category: Administrative/Clerical (Data Entry), Business
