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Branch office administrator jobs in Berwyn, IL
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Memorial Health
Branch office administrator job in Elgin, IL
Min USD $18.34/Hr. Max USD $28.42/Hr. Responsible for the development and maintenance of balanced unit schedules in collaboration with Department Leaders. Performs maintenance of timecards. Trends data related to staff schedules and timecards to identify opportunities to improve resource utilization. Embodies the Memorial Health System Performance Excellence Standards of Safety, Quality, Integrity and Stewardship that support our mission, vision and values. Qualifications Education: • High School Diploma required, Associates Degree preferred. Licensure/Certification/Registry: • N/A Experience: • Proficiency in Microsoft Office Applications. • Minimum 1 year experience with scheduling and time/attendance system preferred. Other Knowledge/Skills/Abilities: • Demonstrates excellent interpersonal skills. • Demonstrates ability to work and collaborate as part of a team and take direction from others. • Demonstrates ability to work independently. Responsibilities Embodies the Memorial Health System Performance Excellence Standards of Safety, Quality, Integrity and Stewardship that support our mission, vision and values: SAFETY: Prevent Harm - I will put safety first in everything I do. I will speak up, without fear, on matters of patient and colleague safety. I will take action to create an environment of zero harm. QUALITY: Improve Outcomes - I will continually advance my knowledge and skills. I will seek out continuous improvement opportunities. I will deliver evidence-based care that leads to excellence in outcomes. INTEGRITY: Show respect and Compassion - I will respect others and show compassion. I will behave honesty and ethically. I will be accountable for my attitude, actions and health. STEWARDSHIP: Reduce Waste - I will use resources wisely and maintain financial stability. I will work together to coordinate care and services across the health system. I will promote healthier communities. Responsible for creating and balancing unit schedules in collaboration with Department Leaders. Communicates deadlines in the scheduling process with Department Leaders and colleagues. Schedules paid time off as approved by the Department Leader. Prepares the schedule for self-scheduling through established templates, staffing targets, and rotations. Reviews schedule variances to identify opportunities for schedule balancing and collaborates with the Department Leaders to ensure optimized schedule. Reviews schedule variances to identify bonus shifts, when appropriate. Publishes a final schedule upon approval from the Department Leader. Performs schedule audits on a regular basis to determine variance to established targets and communicates results with Department Leaders. Maintains timecards in collaboration with Department Leaders. Review timecards to ensure accuracy. Approve timecard requests. Enter unscheduled absences. Performs attendance audits. Trends schedule and timecard data to support operational decisions. Evaluate compliance with established scheduling and timecard guidelines and notify Department Leaders of trends. Proactively identifies opportunities for improvement and proposes creative solutions and alternatives. Collect system data related to schedules and timecards to support operational decisions. Promotes efficient and effective functioning of division/hospital. Keeps abreast of current department policies, procedures, and guidelines related to staffing, scheduling, and resource utilization. Assists with department level projects, collecting and trending data as requested. Trains staff on the utilization of API. Serves as the back-up to the Manager and/or Supervisor and participates in on-call rotation with department leaders. Ensures appropriate dissemination of communication to the operational teams impacted by planned or unplanned absences. Performs other related work as required or requested. The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform tasks other than those specifically presented in this description.$18.3-28.4 hourly 2d agoOffice Administrator
Corporate Resources of Illinois
Branch office administrator job in Elk Grove Village, IL
Office Administrator - Elk Grove Village, IL $23 - $26 / hour + Full Health Benefits (Medical, Dental, Vision), 401K Matching, Life Insurance, and HSA/FSA About Our Company We are a passionate team dedicated to creating high-quality crafting supplies that inspire creativity, learning, and fun for students of all ages. From paints and markers to construction paper, glue, and craft kits, our products are designed to spark imagination in classrooms and homes alike. Partnering with schools, educators, and retailers, we provide safe, reliable, and innovative tools that make arts and crafts enjoyable and accessible. Our mission is to support educators, foster creativity, and deliver products that help every student explore, create, and thrive. About the Role We are searching for an Office Administrator to keep our office operations running smoothly and support our team in delivering our high-quality supplies to our customers. In this role, you will manage customer orders, coordinate communications, and handle administrative functions to support internal staff, making a real impact both for our team and the customers we serve. Responsibilities: Support our sales and account teams with polished administrative assistance, follow-ups, and client communications that make our team shine. Create and send quotes, invoices, and shipping documents that are clear, accurate, and professional, ensuring that customers feel confident in every transaction. Keep customer files and records organized and up to date, making information easy to access for the whole team. Handle customer questions, concerns, and feedback with care and efficiency, turning challenges into positive customer experiences. Coordinate with shipping and logistics teams to track deliveries, proactively updating customers and keeping them in the loop. Schedule and coordinate meetings, calls, and conference room bookings that keep our team and customers connected and productive. Keep the office running smoothly by managing supplies, vendor communications, and day-to-day administrative tasks such as organizing/filing documentation. Qualifications: 1-2 years of experience in similar administrative or customer service role. Excellent written and verbal communication skills for interactions with customers, vendors, and internal team members. Proficiency with Microsoft Office Suite (Word, Excel, Outlook) preferred. Strong organizational skills with the ability to manage time wisely and improve workflow wherever possible. Corporate Resources, on behalf of our client located in Elk Grove Village, IL is hiring an Office Administrator.$23-26 hourly 1d agoOffice Administrative Coordinator
Immersivetouch
Branch office administrator job in Chicago, IL
ImmersiveTouch is a fast-growing medical device company transforming surgical planning through virtual and augmented reality (VR/AR) and precision 3D printing. Our technology empowers surgeons to visualize, plan, and rehearse complex procedures using patient-specific 3D models and advanced simulation software. About the Role We're looking for a highly organized and proactive Office Administrative Coordinator to oversee the daily operations of our Chicago headquarters. In this role, you'll help keep our fast-paced startup running efficiently by managing office logistics, coordinating billing and invoicing activities, supporting the sales team, and ensuring a professional and welcoming environment for employees and visitors. Key Responsibilities Serve as the first point of contact for employees, visitors, and vendors. Support the finance and sales teams by preparing and tracking invoices, coordinating with field reps, and ensuring accurate billing documentation. Manage shipping, labeling, and logistics for customer deliveries, trade shows, and internal orders. Maintain office supplies, IT equipment, and inventory, and coordinate vendor purchases. Liaise with building management and maintenance vendors to handle repairs, cleaning, and facility needs. Organize team events, meetings, and travel arrangements. Assist with onboarding and offboarding, ensuring proper workspace setup, badge access, and equipment management. Support administrative tasks such as expense tracking, document organization, and internal communications. Help foster a collaborative and positive office culture by coordinating staff updates, wellness initiatives, and celebrations. What We're Looking For 2 - 4 years of experience in office administration, operations, or business coordination (startup or healthcare/tech experience is a plus). Excellent communication and organizational skills with strong attention to detail. Comfortable managing multiple priorities in a dynamic, fast-moving environment. Proficiency in Microsoft Office Suite; familiarity with accounting or inventory tools preferred. A proactive problem-solver with a “get-it-done” attitude and a passion for teamwork. Why Join Us At ImmersiveTouch, you'll be part of a team that's redefining surgical innovation. This role offers hands-on experience supporting operations, finance, and culture in a high-growth medical device environment. You'll have the opportunity to build efficient systems, streamline workflows, and directly contribute to a mission that improves surgical outcomes for patients worldwide. Compensation and Benefits Salary Range for Position: $50K-$75K per year Medical, Dental and Vision Insurance 401K Savings Plan Paid Company Holidays$50k-75k yearly 5d agoAdministrative Assistant
Innovative Systems Group
Branch office administrator job in Chicago, IL
*Must have seven plus years of experience *Candidate must be onsite five days a week for the first month, with potential of remote work (up to two days remote each week) after the 30 day evaluation period Assists a VP-level Executive, their three (3) direct reports, and a mid-size department with daily administrative duties. Candidate will perform a broad variety of administrative activities including (but not limited to): managing projects, tracking deadlines, managing an active calendar of appointments, arranging travel and itineraries, completing expense reports, coordinating meetings/events, preparing/editing presentations, composing correspondence, and recommending/making purchase decisions. The candidate must possess strong written and verbal communication skills. The candidate is expected to have intermediate to advanced computer skills including word processing, spreadsheet calculations, basic presentation assembly, and familiarity with database applications; this individual may be asked to train others, if needed. Candidate must be comfortable working in a complex, fast-paced environment.$36k-45k yearly est. 3d agoAdministrative Assistant- Warehouse Operations & EHS
Power Stop LLC
Branch office administrator job in Chicago, IL
PowerStop is the innovative leader in the auto aftermarket brake market. Working for PowerStop means joining a company that is turning the industry on its head. Come be a part of a brand experiencing incredible growth, and know you will have the ability to make an immediate impact as part of our team. We are constantly on the lookout for people to join the PowerStop family who are passionate, results-oriented, and possess the ambition and energy to help us succeed! Ideal candidates also have a love for cars and a desire to learn the industry as well as put a little mud on the tires! We are seeking a proactive and detail-oriented Administrative Assistant to support our Warehouse Operations and Environmental, Health, and Safety (EHS) teams. This role plays a critical part in maintaining smooth day-to-day operations, organizing documentation, coordinating communications, and helping ensure compliance with safety standards. The position is fully onsite at our Hodgkins facility and provides administrative oversight for our Bedford Park location as well. Key Responsibilities: Oversee and coordinate daily office functions, including scheduling, filing systems, and document management Prepare and maintain reports, records, correspondence, and meeting notes Track and update EHS documentation, including safety manuals, training logs, and inspection reports Conduct routine safety inspections and assist with audit preparation Manage inventory and ordering maintenance supplies Support timekeeping processes, including attendance point tracking Assist Warehouse Operations leadership with data entry and administrative recordkeeping Communicate with internal teams and external partners in a professional and timely manner Ensure adherence to confidentiality and company policies Perform document audits and support compliance initiatives Qualifications: High school diploma or equivalent required; associate or bachelor's degree preferred Minimum of 2 years' experience in an administrative or office assistant role, preferably in a warehouse or operations environment Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) Strong written and verbal communication skills Bilingual English/Spanish, preferred but not required Excellent organizational skills and attention to detail Proven ability to multitask, prioritize, and meet deadlines in a fast-paced environment Ability to work independently and maintain confidentiality Familiarity with OSHA standards and safety regulations is preferred Preferred Skills: Experience with office management systems and procedures Understanding of basic HR or finance processes is a plus Strong interpersonal skills and a collaborative approach Work Environment: The role is based in an office setting within a warehouse environment Occasional travel to different facilities or job sites may be required Use of safety equipment and adherence to company safety protocols are required. Equal Opportunity Employer: All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, disability, veteran status, or national origin.$27k-37k yearly est. 2d agoLitigation Secretary
Plona Partners
Branch office administrator job in Chicago, IL
Firm Ranking: AmLaw20 Firm Legal Secretary Support Model: 4 to 1 Pay Rate: $80,000 - $110,000 Work Week: 8:30am - 5pm (37.5 hour work week) Onsite Logistics: 3 days a week onsite Hiring Manager: Office Administrator Job Description: Coordinates and tracks numerous legal matters of all types. Creates, edits, formats, and proofreads documents including agreements, contracts, plans, etc. Prepares and finalizes legal documents for e-Filing and filing via PACER. Communicates directly and on behalf of attorneys with third parties, including client representatives, other companies, and other institutions. Creates, executes, and monitors systems to manage client workflow, tasks, and documentation. Creates, edits, formats, and proofreads various documents, appropriately maintaining such documents within the firm's file management system. Organizes and coordinates conference calls and client meetings. Prepares new client matter requests and coordinates approval, conflict search processes, and new matter letters. Reviews and edits bills and related reports according to client billing arrangements and facilitates prompt responses to client billing inquiries. Maintains a multitude of open client matters in Serengeti. Maintains electronic and paper files following Firm and client service team guidelines. Maintains and monitors attorney calendars. Coordinates and/or books travel arrangements. Prepares, tracks and maintains attorney expenses in Chrome River.$27k-40k yearly est. 21h agoAdministrative Coordinator
Vibration Institute
Branch office administrator job in Naperville, IL
: The mission of the Vibration Institute is to provide practical information on evaluating machinery behavior and condition without commercial bias. The Institute offers programs that include education, training, and certification, as well as opportunities for exchanging technical knowledge, information, procedures, and data through meetings, publications, formal training, and networking. Role Description: We are seeking a highly organized and detail-oriented Administrative Coordinator to join our team. The ideal candidate will play a crucial role in supporting the Vibration Institute's operations by coordinating office functions and assisting with training, certification, and conference programs. This role strengthens member services and provides direct support to the Manager of Operations and staff. Key Responsibilities: Administrative & Office Support: • Provide comprehensive administrative support to the Manager of Operations and staff. • Coordinate and manage supply ordering for the office, training courses, and events. • Act as primary liaison with office vendors, including printer services, shipping providers, and building management. • Support membership functions such as mailings, webinars, and delivery of member benefits (e.g., magazine, technical resources, video library). • Process and maintain accurate records for store orders and manage online store inventory. • Perform database updates and maintenance as required. • Assist with special projects and initiatives as assigned. • Carry out additional administrative duties to ensure efficient office operations. Training & Certification Program Support: • Enter and maintain accurate data in the VI database for all customer and participant activities (domestic and international). • Assist in coordination of logistics for public training, corporate training, correspondence & online courses. • Assist in preparation and distribution of course materials, support documents and shipments in a timely manner. • Review, process, and maintain proctor database and certification records. • Assist with exam preparation, grading, proctor administration, certification issuance, and recertification requests. • Ensure quality control and consistency of all training and certification materials. • Scan, file, and archive all certification and training-related forms. • Cross-train to support both domestic and international program procedures. Conference & Committee Support: • Assist with administrative and logistical duties for the Annual Training Conference. • Support assigned Vibration Institute Committees as staff liaison as needed. Experience & Qualifications: Experience: • 2-4 years of administrative or office coordination experience, preferably in a nonprofit, association, or educational/training environment. • Experience supporting events, training programs, or certification activities strongly preferred. • Hands-on experience with databases or CRM systems (Association Management Systems a plus). • Demonstrated success in customer or member service roles, with strong communication skills. • Prior experience managing vendors, supplies, or office logistics is desirable. Skills: • Proven organizational and time management skills with strong attention to detail. • Exceptional written and verbal communication, with the ability to clearly convey ideas across diverse audiences. • Demonstrated ability to multitask, take initiative, and follow through in a fast-paced environment is required. • Must possess strong analytical and problem-solving skills with the ability to troubleshoot and resolve challenges as they arise. • Collaborative team player with ability to also work independently. Working Conditions: • Office-based with occasional travel (5-10%) • Ability to lift and carry up to 50 lbs. Compensation and Benefits: • Compensation is commensurate with experience and qualifications. • Health insurance, paid time off, retirement plan, professional development opportunities Application Process: Interested candidates should submit a resume and cover letter to ****************************. Applications will be reviewed on a rolling basis until the position is filled. References: Upon request$36k-50k yearly est. 4d agoAdministrative Specialist
Telesolv Consulting
Branch office administrator job in Chicago, IL
TeleSolv Consulting has an immediate opportunity to work with the Federal Government as a General Clerk III enabling you to have a Tier 4 Public Trust Background investigation. based at the airport in Chicago, IL. Duties / Responsibilities: Greet and check-in applicants. Verify identity of applicant and confirm that applicant has required documents to complete transactions. Contractor staff will determine customer needs, answer general inquiries and concerns, and ensure that the check-in process is performed in a timely manner to prevent a back-up of customers awaiting assistance. Maintain accessible, up to date written information on program requirements, enrollment process, and other relevant material to expeditiously assist the general public and program members via phone or in person. Notify the Government inspection staff of any information which could adversely affect a person's application for acceptance into the program. Check applicant-supplied information by accessing government databases. Provide performance reports. Compile data to provide daily performance reports reflecting all activities performed by CBP officers and Contractor staff. Schedule interview appointments in the Trusted Traveler Programs Internal. Assist the public with creating accounts and submitting online applications for initial enrollment, renewal, card replacement, vehicle enrollment and termination, updating mailing address and license plate information. Assist the public with membership card activation. Minimum Requirements: U.S. Citizen. Willing to go through an intense background check Active Tier 4 Clearance, or the ability to obtain and maintain one. High school diploma or a General Equivalency Diploma (GED) from an accredited institution recognized by the U.S. Department of Education. Two (2) years of general administrative experience with customer interface. Two (2) years of experience with Microsoft Office products (Word, PPT, Excel, Access, Outlook, Visio). Two (2) years of related undergraduate study may substitute for experience. Able to disclose COVID-19 vaccination status and abide by contract/department's COVID-19 guidance when accessing any facility. About TeleSolv Consulting: Join the TeleSolv Consulting Team on our mission to provide quality and unparalleled service to our clients. We are a growing organization that provides a variety of professional and administrative services to public and private organizations with global operations. Rated in the top 1000 businesses in 2019 by Inc.com. Since its founding in 2000, TeleSolv Consulting has been committed to helping organizations solve complex problems. Our solutions integrate sound management principles with the most appropriate technologies to assist senior executives in effectively managing programmatic, schedule, and technical risks. TeleSolv Consulting offers excellent compensation, training, advancement opportunities, and exceptional benefits including PTO, sick leave, up to 11 paid federal holidays, medical, dental, vision, company paid life, short-term and long-term disability insurance, employee assistance program, and matching 401(k) plan. In addition to the hourly rate, you will be eligible to receive an hourly Health and Welfare (H&W) benefit, for the first 40 hours worked in any work week. The H&W rate of $4.93 is an amount provided to offset the cost of the company providing fringe benefits. Background Investigation: This position requires that you obtain a background investigation from our client. As part of this process, the government will perform a criminal, credit, tax, employment, and drug history background check. The government has varying tolerances, with mitigating circumstances, for issues in all of the categories. The government is essentially looking to confirm that you are generally in good financial standing, up to date on your tax filings, rehire eligible with your prior employers, and have adhered to any federal restrictions on illegal drug use, including marijuana, in addition to other checks related on your character and trust worthiness.$27k-36k yearly est. 1d agoAdministrative Assistant
Addison Group
Branch office administrator job in Lombard, IL
This role provides administrative, scheduling, and operational support to a department that oversees a highly structured student program. The position serves as a central point of communication between students, leadership, faculty, and external stakeholders. Job Title: Administrative Assistant Location (city, state): Lombard, IL Industry: Non Profit Pay: $45,000 - $50,000 annually (hourly role; compensation depends on experience) Benefits: This position is eligible for standard benefits offered through Addison Group (medical, dental, vision and 401k) Key Responsibilities: Maintain department records, calendars, databases, and documentation across multiple systems Coordinate schedules, meetings, agendas, minutes, space reservations, events, and department communications Support student-related processes including orientation preparation, handbook updates, advisor assignments, counseling coordination, evaluations, and annual reporting Act as a liaison between department leaders, faculty, students, and internal administrative offices Manage day-to-day administrative tasks such as mailings, announcements, housing updates, health office coordination, and distributing updated information to the campus community$45k-50k yearly 1d agoOperations Assistant
Advocus National Title Insurance Company
Branch office administrator job in Oak Lawn, IL
Who We Are: Advocus Title (formerly known as ATG) is a title insurance underwriter and provider of settlement services. But we offer so much more. At our core, we are a lawyer service organization: A family of companies whose greater purpose is to help attorneys help their clients. By offering real estate, process serving, judicial sales, and education services to attorneys, Advocus offers value to both the profession and the public. We are agile and adaptable to the nuances of the markets we serve, while upholding the highest standards of the profession. For more than 50 years, Advocus has supported a professional, service-oriented staff. We are dedicated to our team's continuing education and encourage growth both at work and in life. PAY RANGE: $21-$22/hr JOB SUMMARY: Process prior policy requests and issue CPLs. Answer company phone lines, assisting callers with closing information. Provides administrative support to members, closers, clients and other Advocus personnel. ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES: Process and provide prior policies and CPLs upon request. Handle incoming and outgoing mail, escrow deposits, scanning uploading documents, distribute mail and UPS deliveries. Answer telephones. Provide general clerical assistance, including filing, photocopying and data entry. Other duties as assigned. QUALIFICATIONS AND POSITION REQUIREMENTS: Exceptional attention to detail and follow-up. Superior customer service skills. Professional telephone etiquette and email correspondence. Accurate data entry skills. Organized and able to manage multiple projects simultaneously. Ability to work overtime as business demands require. A minimum of one year of customer service experience in an office environment. Familiarity with title insurance preferred. MINIMUM EDUCATIONAL REQUIREMENTS: High School diploma.$21-22 hourly 4d agoOffice Administrator
Builtech Services, LLC
Branch office administrator job in Chicago, IL
Come Join the Builtech Team: Looking for a place to advance your career and find your purpose at work? Named a ‘Best Places to Work' by Crain's Chicago Business and The Charlotte Business Journal and with nearly 25 years in the construction industry, Builtech Services is among America's fastest growing, nation-wide construction services companies. We focus on ground-up new construction and tenant improvements in a variety of markets including Multi-Family, Retail, Automotive, Aviation and Hospitality. Our Core Values drive our actions as a company and as individuals - Trust, Passion, Humility, Respect, Integrity and Courage. We offer exciting projects, attractive compensation, and benefits along with the opportunity to become part of a creative, innovative organization that is focused on your growth and development. Builtech is seeking an Office Administrator ready to join our fast-paced and team-oriented environment. Responsibilities: Serve as the first point of contact for visitors and tenants; manage phones, mail, and a clean, welcoming reception area. Oversee office supply inventory, process purchase orders, and coordinate building needs. Support the CEO with calendar management, travel coordination, call and email screening, and confidential administrative tasks. Assist with tenant administration, including collecting rent payments, processing building expenses, resolving minor issues, and partnering with the Day Porter. Act as the liaison with our outsourced IT Service Partner for onboarding, equipment setup, permissions, and troubleshooting support. Provide training, guidance and support for new hires and existing employees on company systems and applications including troubleshooting IT issues and resolving user problems. Coordinate simple building technology needs (climate, security, etc.). Assist with internal communications, visitor hosting, and special projects as needed. Requirements: Alignment with Builtech's Core Values - Integrity, Humility, Trust, Respect, Passion & Courage. Strong verbal and written communication; able to support both technical and non-technical team members. Highly organized with the ability to manage multiple priorities and maintain accurate records. Proactive problem-solving skills and discretion with sensitive information. Comfortable learning new technology and providing basic user support. Ability to remain in a stationary position 95% of the time The ability to constantly operate a computer and other office productivity machinery, such as computer keyboards, copy machines, and computer printers. The ability to occasionally lift and carry lightweight office items like supplies or equipment. Valid driver's license. Benefits: Health, dental and vision insurance Health Savings Account (HSA) 401(k) with company match Unlimited performance time off (PTO) Company-paid life insurance Builtech Services, LLC is an equal opportunity employer. Equal employment opportunities are provided to all applicants and employees without regard to actual or perceived gender, sex, race, age, national origin, disability, religion, sexual orientation, veteran status or any other characteristic protected by applicable local, state or federal law. Job Type: Full-time Pay: $50,000.00 - $60,000.00 per year Benefits: 401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Referral program Vision insurance Ability to Commute: Palatine, IL (Required) Work Location: In person$50k-60k yearly 21h agoAdministrative Assistant - Frankfort, IL
Friedman + Huey Associates LLP
Branch office administrator job in Frankfort, IL
For nearly four decades, Friedman + Huey Associates LLP has been providing high-level tax and business consulting services across the United States and in nearly 30 countries around the world. With a tremendous team of professionals, we place a keen focus on providing exceptional service to our clients. Our associates enjoy great camaraderie and an excellent work culture. We work hard/play hard and continue to maintain team relationships even while working remotely/hybrid. We are looking for an onsite Administrative Assistant to join our team in our Frankfort office. This position will provide administrative support to all levels of the firm. The Administrative Assistant will regularly interact with Partners, all levels of staff and clients. This role requires supreme integrity, trust, and commitment to confidentiality and diplomacy. The ideal candidate should be self-driven, resourceful and think outside of the box. Functions will include some but not all of those listed below. Essential Functions Answer and direct phone calls in a friendly manner. Sort and distribute incoming mail. Schedule meetings accordingly using Outlook/Teams. Send/distribute incoming faxes. Prepare US mailings, UPS, FedEx, and messenger packages. Finalize letters/notices and draft engagement letters. Scan client documents and monthly statements. Assign returns to interns and manage 1040 queue. Create client codes, create locators, and update account in practice management program. Prepare, print, and collate tax organizers. Organize and process incoming client data. Downloading/uploading client data from portals/websites. Create SurePrep binders and import into GoSystem. Assemble tax returns (individual, trust, entities, gift tax, estate tax) - paper and electronic. Coordinate and prepare batch filing. Record chargeable client expenses. Draft, review & post client invoices. Prepare various reports as requested. Prepare 1099s annually and as requested. Coordinate services to maintain the office as directed by Firm Administrator. Experience Bachelor's degree preferred. Experience in the accounting industry preferred. Minimum of 5 years of administrative experience supporting multiple individuals in a fast-paced, confidential, professional services environment. Possess an intermediate skill level (at minimum) in the following: Microsoft programs - Excel, Outlook, PowerPoint, Teams, Word. Knowledge with programs a plus - e-Form RS, GFR, GoSystem, PracticePro 365, SafeSend, SurePrep. Demonstrate skills in the areas of time management, communication, interpersonal skills, high-level of emotional intelligence, relationship building, collaboration, and problem solving. Ability to incorporate creative approaches to various projects by taking initiative and working independently. Keen sense of accuracy, attention to detail. Basic accounting knowledge a plus. Benefits Highly competitive compensation and benefits package Medical/Dental/Vision/Life/Disability/401k/Profit Sharing/PTO Perk offerings in a family friendly environment If you are seeking an employee-centric firm who cares about its employees as individuals and provides career growth opportunities for its team members, we encourage you to apply.$30k-40k yearly est. 2d agoAdministrative Assistant
AAR Tech
Branch office administrator job in Chicago, IL
CEO/President Support: Reports directly to the CEO/President (C/P). Provide comprehensive support services to the (C/P) that ensures a professional, responsive, and effective experience with the organization. Maintain C/P calendar. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements. Update and maintain data bases for C/P. Office Management: Limited Support of Human Resources for the organization including: Limited Assistance with recruitment efforts, new hire orientations and on-boarding. Acts as a liaison with landlord and building management on any office-related issues. Provides timely and proactive management of the organization's office environment. Maintains physical and electronic office filing systems for C/P, and other as assigned. Administrative Functions: Writes error-free, emails and letters for various events and announcements. Maintains confidentiality and uses a high degree of discretion. Works in a professional and focused manner to schedule internal and external meetings. Takes notes and distributes meeting minutes, agendas and meeting packages. Maintain digital files. Other duties as assigned. QUALITIES OF OUR ADMINISTRATIVE ASSISTANT Maintains punctual, regular, and predictable attendance. Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder. Displays excellent communication skills including presentation. Diplomatic skills required in working with guests, vendors, and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure. Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude. Provides systematic and dependable follow up, as well as a high level of organization and preparedness. Maintains workflow under pressure and in a fast-paced, high-profile work environment. Respectfully takes direction from C/P. REQUIREMENTS 2+ years of administrative experience Bachelor's degree preferred, but an associate's degree with sufficient administration experience may suffice Event management experience (working with major events) Coordinate and execute email blasts and mail campaigns to promote events and initiatives. Manage follow-up communications and outreach related to event planning and attendance. Experience using web conferencing tools such as Zoom or WebEx Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and conferences. Understanding of basic AI tools. Experience and knowledge of YouTube Understanding of social media platforms Some Photoshop and Canva experience preferred. Ability to multitask. An attention to detail. Works with little direction Organized Ability to plan ahead. Ability to work with Posh / Eventbrite or similar apps. Spanish speaking (Bilingual) strongly preferred. Both written and verbal skills$30k-39k yearly est. 2d agoAdministrative Assistant/Data Entry
Trova Advisory Group
Branch office administrator job in Addison, IL
We are looking for a detail-oriented individual to join our team. This role involves regular data entry tasks, including entering recipes, production numbers, and other information into Excel spreadsheets. Familiarity with Microsoft Word is also required to assist with creating and updating spec sheets. Requirements: Proficiency in Excel and Microsoft Office Ability to accurately enter and manage data Willingness to assist with additional tasks as needed Strong communication skills (bilingual is a plus) We are seeking someone organized, reliable, and ready to contribute to a dynamic team environment. About Trova Advisory Group Trova Advisory Group specializes in delivering a comprehensive array of staffing solutions tailored to meet the diverse needs of businesses across various sectors. Our expertise spans clerical, administrative, financial, and professional roles, offered through flexible arrangements including temporary placements, temp-to-hire options, and direct hire services. With a keen understanding of the dynamic demands of today's workforce landscape, we pride ourselves on providing top-tier talent solutions that empower organizations to thrive and succeed in a competitive market environment. Trova Advisory Group is proud to be an Equal Opportunity Employer. We consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, genetic information, disability status, protected veteran status, or any other legally protected characteristic or group status. We are committed to creating a culturally diverse and inclusive workplace where individuals of all abilities are welcomed and supported. If you require a reasonable accommodation during the application or interview process, please contact us at *****************. Include the nature of your request and your contact information, and we will be happy to assist you. Trova Advisory Group offers a comprehensive benefits package offering Medical, and Dental benefit options to all eligible employees.$25k-35k yearly est. 2d agoAdministrative Assistant
The Larko Group
Branch office administrator job in Oak Brook, IL
We are seeking a proactive, detail-oriented Administrative Assistant to join a fast-growing real estate firm and play a key role in the day-to-day operations of a dynamic commercial real estate portfolio. This is an excellent opportunity for someone who is not only eager to learn the industry but genuinely excited to build a long-term career within a company that is expanding quickly and values internal growth. The ideal candidate is sharp, organized, and naturally resourceful. Someone who takes initiative, thrives in a fast-paced environment, and enjoys being the person who keeps everything running smoothly behind the scenes. You will be entrusted with responsibilities that directly impact tenant relationships, vendor partnerships, and overall property performance. If you enjoy variety, problem-solving, and being the dependable backbone of a busy team, this role offers the perfect blend of challenge and opportunity. Responsibilities Provide day-to-day support to the Property Manager as needed. Maintain and track Tenant and Vendor Insurance Certificates. Communicate with contractors, vendors, and on-site teams to support ongoing property operations. Assist with Accounts Payable functions, including PayScan, tenant invoicing, and bill-backs. Support monthly and quarterly reporting requirements. Set up new vendors and ensure proper documentation is collected. Conduct occasional on-site property visits within the Chicago metro area. Assist with special projects, certified mail-outs, and other written correspondence. Manage and draft tenant correspondence; communicate with on-site security teams as needed. Support Accounts Receivable, including rent collections and tenant communications. Track and record tenant sales monthly. Maintain organized electronic filing systems and track utilities across properties. Update and manage internal spreadsheets and operational logs. Ideal Experience 2-3 years of relevant experience, with commercial real estate experience required. Experience working in Accounts Receivable or handling payments within a real estate environment. Confident, professional communication style, capable of handling challenging interactions. Ability to work in a reactive, fast-paced environment while maintaining professionalism and composure. Experience with Yardi, PayScan, Commercial Café, and Microsoft Office applications (especially Word and Excel). Strong organizational skills, attention to detail, and the ability to juggle multiple priorities. A desire to learn, grow, and advance within the company. #117938 The Larko Group is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.$30k-40k yearly est. 3d agoOffice Administrative Assistant
Heartland Paving Partners
Branch office administrator job in Glen Ellyn, IL
Responsible for managing the full administrative and compliance process for municipal permitting, contractor licensing, and project documentation. This role ensures that all jobs are properly approved, tracked, and completed in accordance with local regulations and company standards while supporting communication across departments including sales, project management, and insurance. Experience 1-3 years of experience in an administrative, clerical, or office support role Experience with scheduling, recordkeeping, and data entry is often required Skills and Abilities Strong written and verbal communication skills Excellent organizational and time management abilities Proficiency with office software (e.g., Microsoft Office Suite or Google Workspace) Ability to handle confidential information with discretion Attention to detail and accuracy Problem-solving and multitasking skills Customer service orientation Responsibilities: Permitting & Licensing Management Work directly with municipalities to obtain contractor licenses and necessary permits for each project. Compile, complete, and submit all required documentation including bonds, certificates of insurance (COIs), signed contracts or purchase orders, scopes of work, and plats of survey. Ensure all projects are reviewed and approved by the appropriate municipal authorities before work begins. Track and update permit status daily, identifying outstanding applications and following up as needed. Dispatch & Project Coordination Prepare and distribute daily dispatch schedules outlining job locations, tasks, and assigned project managers. Maintain organized records linking each job number with its corresponding documents, communications, and approvals. Manage job closeouts by scheduling and overseeing final inspections with municipalities, ensuring all work meets local requirements and company standards. Insurance & Vendor Documentation Coordinate with the insurance team to issue and manage COIs for all vendors, subcontractors, and clients. Verify accuracy and compliance of insurance documentation prior to approval for work. Maintain up-to-date vendor records including W-9 forms, insurance certificates, and contact details within the CRM system. CRM & Administrative Management Utilize the company CRM system (Procru) to upload project documentation, input job costs, and track billing-related information. Update CRM data for customers, vendors, and job sites in coordination with the sales team. Generate and review reports to monitor project progress, permit status, and document compliance. Cross-Departmental Communication Act as a liaison between municipalities, sales teams, project managers, and vendors. Keep sales informed of permit progress, inspection results, and project readiness. Ensure all relevant documents are accurate, current, and accessible to internal teams. Heartland Paving Partners is an organization committed to diversity and inclusion to drive our business results and create a better future every day for our diverse employees and communities. We believe a diverse workforce allows us to match our growth ambitions and drive inclusion across the business. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, protected veteran status, or any other characteristic protected by local, state, or federal law and will not be discriminated against on the basis of disability.$32k-42k yearly est. 3d agoFinance and Office Administrator
Optima
Branch office administrator job in Glencoe, IL
Brief - Finance & Office Administrator The Finance & Office Administrator provides critical administrative and organizational support across finance, insurance, real estate transactions, corporate filings, and office operations. This role ensures accurate recordkeeping, smooth execution of administrative processes, and a professional, well-organized office environment. About Optima Optima is a privately held real estate firm with offices in Illinois and Arizona. For 47 years, Optima has been developing, designing, building and managing striking urban and suburban luxury residential communities. From the beginning, Optima aimed to reinvent housing by integrating the functions involved in new construction within one company. Optima controls and executes every aspect of the process in-house - development, design, construction, sales and management - for a dynamic system that offers greater focus and flexibility. Optima is committed to delivering extraordinary living through design, innovation, sustainability and management. Responsibilities Finance & Accounting Support File and organize investment statements, life insurance correspondence, and other financial records. Assist Contract Administrator with processing: Entering pre-approved construction and development invoices into Timberline and Yardi. Requesting W-9s and setting up new vendors in Timberline and Yardi. Logging new liens and managing lien waiver correspondence with subcontractors. Demonstrated proficiency in Microsoft Excel for financial tracking, data analysis, and reporting. Insurance Administration Support application processes for corporate, construction, and property insurance programs. File and maintain insurance correspondence. Real Estate Transactions Provide administrative support for condominium sales, including: Tracking buyer deposits and upgrade funds. Assisting in closing coordination with Optima's real estate sales team and title companies. File and maintain real estate tax correspondence. Create and maintain updated tax payable lists for each installment. Corporate Governance Administer corporate minute books and filings. Coordinate with registered agent on annual report filings and related requirements. Process registered agent invoices. Office Administration Greet visitors and answer occasional phone calls. Coordinate daily office operations to ensure an organized, professional workspace. Partner with offsite Office Manager to manage supplies and vendor relationships. Coordinate facility maintenance and service providers. Support HR and IT in onboarding new employees (workspace setup, access, supplies). Manage daily mail (open, sort, scan, distribute, and post as needed). Stock office printers and kitchen supplies. Support occasional offsite tasks as needed, with a primary focus on core office coordination. Provide in-person support for tasks requiring onsite attention. Qualifications Prior administrative or finance-related experience preferred. Strong organizational skills with attention to detail and accuracy. Familiarity with accounting or property management software (Yardi, Timberline) a plus. Ability to manage multiple priorities with discretion and professionalism. Strong written and verbal communication skills. Advanced proficiency in Microsoft Excel for financial tracking, data analysis, and reporting. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Benefits At Optima, we believe benefits should be meaningful, competitive, and supportive of your whole life. As a team member, you'll enjoy: 100% Company-Paid Medical Plan Option 401k with Employer Match Paid Parental Leave Paid Time Off & Holidays A dynamic team environment Salary Range; $45,000 - $60,000 per year depending on experience.$45k-60k yearly Auto-Apply 60d+ agoOffice Administrator
Quality Labor Services
Branch office administrator job in Mundelein, IL
Temp Key Responsibilities Greet visitors, answer and direct phone calls, and manage incoming/outgoing mail and packages. Assist with scheduling meetings, booking travel arrangements, and preparing documents (reports, presentations, spreadsheets). Ensure the office is well-stocked with supplies, equipment is functional, and common areas are tidy. Maintain digital and physical filing systems, update databases, and handle confidential information securely. Relay messages between departments and coordinate with vendors, clients, and staff. Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and basic knowledge of office equipment (printers, scanners, etc.). Please make sure to upload or email your resume to ***************** Benefits Offered 401(K) 401(K) Matching Dental, Vision, Life, and Health Insurance (after 60 days) Paid Time Off/ IL Plawa Qualifications 1-2 years in an administrative role, office setting, or customer service position required$33k-40k yearly est. Easy Apply 60d+ agoOffice Coordinator
Roto-Rooter Services Company
Branch office administrator job in Schaumburg, IL
Office Coordinator We have an exciting opportunity for an Office Coordinator/Branch Administrative Assistant at our Chicago branch located in Schaumburg, IL. The hourly pay range is $22.00-$25.00, depending on experience. This position manages and coordinates office administrative and clerical activities for the branch. Roto-Rooter, America's premier plumbing and drain cleaning company, is the name that homeowners and businesses turn to for select quality services. We are proud of our more than 80-year history, but it's our future that has us so excited! Founded in 1935, Roto-Rooter is North America's largest plumbing, drain cleaning, and water cleanup services provider. Roto-Rooter operates businesses in over 100 company-owned branches, independent contractor territories, and approximately 400 independent franchise operations, serving approximately 90% of the U.S. population and parts of Canada. Responsibilities * Act as a vital link between our Corporate Home Office and the branch, addressing general employee inquiries while fostering open communication among customers, management, office staff, and service technicians. * Computes payroll for office staff and works with the payroll representative to resolve any payroll discrepancies. * Ensures that proper administrative procedures and policy are being utilized. * Assigns tasks and shifts to office staff and ensures that all shifts are covered with the appropriate office personnel. Trains office employees as needed. * Conducts interviews and contributes to hiring decisions for office employees. * Communicates with customers as needed, which may include resolving customer complaints about services. * Other office duties as needed Requirements * Acceptable background check per company policy. * Minimum of High School diploma or equivalent is required. Associates degree in Business or related field preferred. * 1-3 years of supervisory experience in a service industry preferred. * Must have good written and oral communication skills for effective customer service. * Basic mathematics is a skill that is frequently used. Benefits At Roto-Rooter we believe our greatest investment is in our employees. We prioritize the health and well-being of our team and their families. That's why we offer an extensive employee benefit package including: * Medical insurance with a Prescription Drug Card * Accident and Critical Illness Insurance * Dental Insurance * Vision Insurance * Paid Vacation * Paid Training * Life Insurance * Matching 401K Retirement Savings Plan * Tuition Reimbursement * Profit Sharing Roto-Rooter offers excellent career paths for military veterans and personnel transitioning to civilian professions. Throughout our 86 years in business, we've found that military training and structure are a great fit at our company. EEO Statement We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, religion, color, sex, gender, age, national origin, veteran status, military status, disability, gender identity, sexual orientation, genetic information, or any other characteristic protected by law. Advertising Tags IND7 #LI-RG1 #LI-ONSITE$22-25 hourly 23d agoStaffing Assistant
Memorial Health
Branch office administrator job in Zion, IL
Min USD $18.34/Hr. Max USD $28.42/Hr. Responsible for the development and maintenance of balanced unit schedules in collaboration with Department Leaders. Performs maintenance of timecards. Trends data related to staff schedules and timecards to identify opportunities to improve resource utilization. Embodies the Memorial Health System Performance Excellence Standards of Safety, Quality, Integrity and Stewardship that support our mission, vision and values. Qualifications Education: • High School Diploma required, Associates Degree preferred. Licensure/Certification/Registry: • N/A Experience: • Proficiency in Microsoft Office Applications. • Minimum 1 year experience with scheduling and time/attendance system preferred. Other Knowledge/Skills/Abilities: • Demonstrates excellent interpersonal skills. • Demonstrates ability to work and collaborate as part of a team and take direction from others. • Demonstrates ability to work independently. Responsibilities Embodies the Memorial Health System Performance Excellence Standards of Safety, Quality, Integrity and Stewardship that support our mission, vision and values: SAFETY: Prevent Harm - I will put safety first in everything I do. I will speak up, without fear, on matters of patient and colleague safety. I will take action to create an environment of zero harm. QUALITY: Improve Outcomes - I will continually advance my knowledge and skills. I will seek out continuous improvement opportunities. I will deliver evidence-based care that leads to excellence in outcomes. INTEGRITY: Show respect and Compassion - I will respect others and show compassion. I will behave honesty and ethically. I will be accountable for my attitude, actions and health. STEWARDSHIP: Reduce Waste - I will use resources wisely and maintain financial stability. I will work together to coordinate care and services across the health system. I will promote healthier communities. Responsible for creating and balancing unit schedules in collaboration with Department Leaders. Communicates deadlines in the scheduling process with Department Leaders and colleagues. Schedules paid time off as approved by the Department Leader. Prepares the schedule for self-scheduling through established templates, staffing targets, and rotations. Reviews schedule variances to identify opportunities for schedule balancing and collaborates with the Department Leaders to ensure optimized schedule. Reviews schedule variances to identify bonus shifts, when appropriate. Publishes a final schedule upon approval from the Department Leader. Performs schedule audits on a regular basis to determine variance to established targets and communicates results with Department Leaders. Maintains timecards in collaboration with Department Leaders. Review timecards to ensure accuracy. Approve timecard requests. Enter unscheduled absences. Performs attendance audits. Trends schedule and timecard data to support operational decisions. Evaluate compliance with established scheduling and timecard guidelines and notify Department Leaders of trends. Proactively identifies opportunities for improvement and proposes creative solutions and alternatives. Collect system data related to schedules and timecards to support operational decisions. Promotes efficient and effective functioning of division/hospital. Keeps abreast of current department policies, procedures, and guidelines related to staffing, scheduling, and resource utilization. Assists with department level projects, collecting and trending data as requested. Trains staff on the utilization of API. Serves as the back-up to the Manager and/or Supervisor and participates in on-call rotation with department leaders. Ensures appropriate dissemination of communication to the operational teams impacted by planned or unplanned absences. Performs other related work as required or requested. The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform tasks other than those specifically presented in this description.$18.3-28.4 hourly 2d ago
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