Administrative Assistant Bookkeeper

Houseal Lavigne Associates - Chicago, IL

Full-time

Chicago, IL

Professional, Scientific, and Technical Services

About the position

Houseal Lavigne Associates is seeking a dedicated Administrative Assistant and Bookkeeper to support principals and professional staff in ensuring efficient day-to-day operations. This role involves managing accounts payable and receivable, maintaining financial records, and providing essential administrative support. The position offers opportunities for career advancement, potentially transitioning into an Office Manager role as the firm expands.

Responsibilities

• Maintain financial and accounting records.
• Generate monthly client invoices, track open invoices, assist with collections, and manage accounts receivable.
• Enter bills and ensure timely payment of vendors as part of accounts payable.
• Assist with payroll and track employee time-off requests and balances.
• Reconcile bank and credit card statements.
• Track operational expenses and ensure proper categorization of transactions.
• Review and assist with employee expenses and reimbursement.
• Support project managers and leadership in tracking and coordinating contracts, budgets, and schedules.
• Coordinate staff schedules, meetings, and deliverables.
• Arrange staff travel.
• Greet clients and visitors in the office.
• Review weekly timesheets for accuracy in billing and documentation.
• Order office supplies and maintain inventory.
• Print, assemble, and bind documents as needed.
• Prepare correspondence and manage the firm's client and contact database.
• Manage file shares for client downloads.
• Assist with employee onboarding, including benefits enrollment, to ensure a positive experience.

Requirements

• 2-5 years of bookkeeping experience (QuickBooks preferred).
• Proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.
• Strong organizational and communication skills.
• Bachelor's or Associate's Degree in Business Administration, Finance, Management, Accounting, or a related field.
• Ability to operate under pressure and meet deadlines.
• Excellent copywriting skills.
• Team player who contributes to team goals.
• Meticulous attention to detail.
• Strong problem-solving skills with the ability to analyze data to inform strategy and decision-making.
• Capability to independently manage multiple tasks, prioritize effectively, and meet deadlines.

Benefits

• Opportunities for career advancement.
• Dynamic team environment.
• Commitment to diversity and inclusion.