Office Administrator – Bookkeeping, Benefits and Payroll

Overview

Office Administrator – Bookkeeping, Benefits and Payroll Jobs in Sagle, ID at Encoder Products Company

Accounting & Administrative Specialist

Location: 6200 W 51st St, Chicago, IL 60638

Job Type: Full-Time

Job Summary:

The Accounts Receivable & Administrative Specialist plays a key role in managing financial transactions, tax compliance, and recordkeeping across platforms such as Fullbay and QuickBooks. Candidates with experience in towing, auto repair, autobody, or car repairs are strongly preferred, as familiarity with industry-specific workflows will be highly beneficial. This role requires exceptional attention to detail, strong organizational skills, and the ability to coordinate with vendors, subcontractors, accountants, and internal stakeholders. – You will be coordinating with a lot of people, and you will need to be assertive to keep projects moving.

You may follow up on your application by contacting ownership directly: Patrick 630-364-6059.

Key Responsibilities:

Accounting & Financial Transactions:

· Post payments in Fullbay and export to QuickBooks, ensuring accurate financial tracking with weekly follow-ups.

· Review weekly invoices in Fullbay before exporting to QuickBooks; manually adjust taxes when required.

· Monitor financial data from Fullbay and/or Towbook, connect customer accounts to QuickBooks, and clear new units.

· Follow up with service managers on service orders ready for invoicing.

· Oversee Offsite Service billing in collaboration with service managers.

· Coordinate with accountants on new machinery acquisitions, ensuring proper QuickBooks entry.

· Monitor equipment and vehicle payments, set up auto payments, and track payoffs for internal leases.

· Process payment of all vendor invoices

· Administrate the company sponsored benefits program (Health, Dental, Vision, STD, Simple IRA)

· Administrate the voluntary company benefits program (Life, Specialty)

· Execute monthly insurance payments to Business Liability Insurance Company and Annual Payments to EPLI Company.

· Administrate Cross-billing and payment between the 2 sister companies under ownership (internal services, internal vehicle repairs, internal benefits transactions, internal vehicle financing, insurance transactions, facility and equipment rental) ensuring correct entries in Towbook and/or Fullbay and in QuickBooks.

· Conduct sales tax reviews and ensure compliance with exemption certificates (RUT-7, CRT-61).

· Manage payroll tax filings for Wrench and Synergy (weekly/monthly), transitioning to automation if necessary.

· Monitor accounts receivable reporting, assuring invoices are downloaded, reviewed, and reconciled in QuickBooks. Track and respond to aging.

· Monitor accounts payable reporting, assuring vendors are paid in a timely manner in keeping with terms of business. Track and respond to aging.

Tax & Compliance Management:

· Ensure correct tax amounts are recorded in every customer file (Fullbay & QuickBooks).

· Request W-9 forms yearly for vendors and maintain up-to-date records.

· Obtain Certificates of Insurance (COI) for subcontractors and vendors.

· Monitor tax accounts for Wrench and Synergy, ensuring compliance with regulatory requirements.

Fraud Prevention & Financial Audits:

· Conduct weekly reviews of credit card transactions for potential fraudulent activity.

· Support annual insurance audits and census reporting requirements.

· Assist in corporate filing procedures, including coordinating legal documents and recording expenses.

Licensing, Banking & Administrative Duties:

· Ensure timely renewal of business licenses (biennial county requirements).

· Monitor daily banking transactions and financial reporting.

· Maintain organized filing systems for financial and administrative documents.

Preferred Industry Experience:

Candidates with prior experience in the following industries are strongly encouraged to apply:

· Towing services – Understanding dispatch operations, fleet management, and repair invoicing.

· Auto repair & maintenance – Familiarity with service order processing and industry-standard billing practices.

· Autobody repair – Experience in handling insurance claims, repairs, and invoicing structures.

· Car dealership & fleet management – Knowledge of automotive financial transactions, including leasing and repairs.

Qualifications & Skills:

· Experience with QuickBooks, Towbook and Fullbay preferred.

· Strong knowledge of accounts receivable/payable processes and tax compliance (business, vehicular and payroll).

· Background in towing, auto repair, autobody, or car repair industries preferred.

· Excellent organizational and problem-solving skills.

· Ability to communicate effectively with vendors, service managers, and accountants.

· Attention to detail and proactive approach to fraud prevention and financial monitoring.

Job Type: Full-time

Pay: $26.00 – $33.00 per hour

Benefits:

401(k)
401(k) matching
Dental insurance
Employee discount
Health insurance
Paid time off
Retirement plan
Vision insurance

Schedule:

8 hour shift
Monday to Friday

Ability to Commute:

Chicago, IL 60638 (Required)

Work Location: In person

Show more

Title: Office Administrator – Bookkeeping, Benefits and Payroll

Company: Encoder Products Company

Location: Sagle, ID