Administrative Assistant Bookkeeper

October 21, 2024

Position Overview

Houseal Lavigne Associates, a leading urban planning and geospatial design firm, is seeking a dedicated and career-oriented Administrative Assistant and Bookkeeper. In this role, you will provide essential support to our principals and professional staff, ensuring efficient day-to-day operations. You will also manage accounts payable and receivable.

About Houseal Lavigne

Located in the vibrant heart of Downtown Chicago, Illinois, Houseal Lavigne serves a diverse range of public and private sector clients globally. We are proud of our reputation for excellence and innovation in urban planning.

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Opportunities for Growth

This position offers a pathway for career advancement. As we expand, there will be opportunities to transition into an Office Manager role, where you can take on additional responsibilities and contribute to our strategic growth.

Responsibilities

As the Administrative Assistant and Bookkeeper, you will:

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.

Applicant 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.

If you are looking to join a dynamic team and advance your career, we encourage you to apply. We value diversity and are committed to creating an inclusive environment for all employees.

Administrative Assistant Bookkeeper

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