Overview
EXECUTIVE ASSISTANT/PROJECT ADMINISTRATOR Jobs in Chicago, IL at Blue Projects
Title: EXECUTIVE ASSISTANT/PROJECT ADMINISTRATOR
Company: Blue Projects
Location: Chicago, IL
Blue Projects is an international Engineering, Design, and Project/Construction Management firm with multiple offices globally and experience across all industrial manufacturing sectors.
We are a passionate team of professionals focused on providing the highest quality value-added services, technical support, and project delivery to our clients and their businesses. For more information, check out our Company website at www.blueprojects.com or find us on
Blue Projects North America is seeking an experienced Executive Assistant/Project Administrator to be responsible for Financial, Administrative, and Project Services support, with additional responsibilities for Business Development and Human Resources support needs in our US and Canada offices.
The ideal candidate must be an out-going self-starter with relevant professional experience. This position provides an opportunity to be a key member of our North American team with a range of responsibilities and growth potential for personal and leadership development.
RESPONSIBILITIES:
1.Financial / Accounting
Payable – Invoice processing and filing ensuring that clients are properly billed for goods or services, assisting in the reconciliation of accounts, and paying or receiving payment from vendors and customers.
Receivable – Controlling credit and chasing debt, ensure that the correct amounts are collected in a timely manner, verify and record transactions, resolve account discrepancies, and perform other tasks to secure client payments.
Payroll – regular payroll and benefits updates for employees within the company. Issuing and verifying weekly pay and updating payroll data and processing expense requests for the accountant to approve.
Purchasing – obtains requirements by verifying, preparing, and forwarding purchase orders; verifies receipt of items; authorizes payment. Reviews, updates, and maintains purchase orders until they are closed.
Banking activities for the day-to-day business – process and resolve bank statements every month and balance yearly reports and process all bill payments.
Internal Contract & Order Management· Reviewing planned orders, creates requisitions for purchased items, and manages approval process.
2.Services/Administration, Contract Management, and Procurement Support
Liaising with third party providers, clients, and suppliers.
Updating and maintaining procedural documentation.
Ensuring that the project documents issued by the various project team members comply with the project numbering system, keeping historical records of all project documentation, and archiving such on the Project SharePoint and/or online project management software (e.g., Procore, Autodesk BIM360, QuickBooks, MS Office).
Controlling all aspects of project documentation on multiple simultaneous projects, utilizing various control methods/systems.
Registering project documentation in accordance with company procedures and providing documentation to key stakeholders and internal teams.
Searching and retrieving technical data files and technical drawings within the Blue Projects’ and client’s database.
Collecting, organizing, and maintaining documents, adhering to the company’s document lifecycle procedures
Conducting regular review audits to ensure information on all records is accurate and up to date.
Archiving inactive records in accordance with the records retention schedule
Assisting with file migrations and audits, and perform administrative task…
