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Administrative Assistant

Job Description

Job Title: Administrative Assistant – AIA Billing
Location: Glendale Heights, IL
Employment Type: Full-Time
Hourly rate: $30-33/hour plus monthly stipend for health insurance of your choice
Position Overview
We are seeking a detail-oriented and highly organized Administrative Assistant to support our billing operations in a fast-paced commercial HVAC construction environment. This role is responsible for preparing and submitting AIA billing forms, managing project documentation, and providing administrative support to ensure accurate and timely invoicing. The ideal candidate will have experience in construction billing, strong communication skills, and proficiency in Microsoft Excel and industry-specific software.
Key Responsibilities
  • AIA Billing: Prepare and submit progress billings using AIA G702/G703 forms
  • Job Setups: Process new job setups and maintain organized billing records
  • Documentation Management: Handle change orders, lien waivers, insurance certificates, and bills of sale
  • Reconciliation: Reconcile work orders and job progress reports with project managers
  • Client Communication: Serve as a point of contact for billing-related inquiries and documentation requests
  • Administrative Support: Answer phones, schedule meetings, and maintain filing systems
Qualifications
  • Proficiency in Microsoft Excel and construction billing software (e.g., Procore, Sage)
  • Strong attention to detail and accuracy in document preparation
  • Ability to manage multiple projects and deadlines in a high-volume environment
  • Excellent verbal and written communication skills
  • Prior experience in AIA billing or construction accounting preferred
  • High school diploma or equivalent required; additional coursework in accounting or construction administration is a plus
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(Salary range based on experience)
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