Office Assistant

Company: Particle Technology Labs
Location: Downers Grove
Posted on: May 28, 2025

Job Description:

Purpose:

The Office Assistant is responsible for accurately entering and processing customer invoices, reconciling accounts, and ensuring that payments are recorded on time. In addition, s/he will provide administrative support to the HR department and coordinate shipping activities for the company. Responsibilities include, but are not limited to, assisting with recruitment and onboarding processes, maintaining employee records, and providing customer service to both internal and external stakeholders.



Essential Duties and Responsibilities:


Invoicing

• - - - -
• Verify that all billing information is accurate and up-to-date - - - -
• Maintain and update customer files, including name or address changes, mergers, or mailing addresses - - - -
• Create invoices according to company practices; submit invoices to customers - - - -
• Prepare, post, verify, and record customer payments and transactions related to accounts receivable - - - -
• Work with customers to resolve billing disputes or discrepancies - - - -
• Field inquiries regarding the current status of customer accounts - - - -
• Relay changes of information to the appropriate employeesHuman Resources
  
  
  • - - - -
  • Assist with recruitment and onboarding processes - - - -
  • Maintain employee records and ensure accuracy of data - - - -
  • Assist with the development and implementation of HR policies and procedures - - - -
  • Provide support to employees on HR-related matters - - - -
  • Conduct employee surveys and analyze results - - - -
  • Assist with the development of training programs and materials - - - -
  • Assist with the administration of benefits programsShipping Coordinator
    
    
    • - - - -
    • Enter inbound and outbound shipping invoices and match them to customer projects - - - -
    • Working with our customs broker to assist our international clients with inbound shipments - - - -
    • Supporting sample return activities from the accounting standpoint.Additional Responsibilities
      
      Further duties may be assigned based on the employee's background, experience, and capabilities
      
      
      
      Education/Experience Requirements:
      
      
      
      • - - - -
      • Associate's degree or higher in business, accounting, HR, or related field - - - -
      • Proven experience as an office assistant or similar role - - - -
      • QuickBooks Online experience preferred - - - -
      • Proficient in Microsoft 365, Teams, and Outlook - - - -
      • Experience with Paycor or other HRIS platform preferred - - - -
      • Demonstrates:
        • - - - -
        • Excellent communication and interpersonal skills - - - -
        • Strong organizational and time management abilities - - - -
        • Attention to detail and problem-solving skills - - - -
        • Ability to multitask and prioritize tasks effectively - - - -
        • Ability to work independently and in a fast-paced environment - - - -
        • Ability to anticipate work needs and interact professionally with customers - - - -
        • Ability to maintain confidential information
          
          Salary Range: $43,000-$45,000 annually
          
          
          
          
          Job Type: Full-time
          
          
          
          Benefits:
          
          
          • - - - -
          • 401(k) - - - -
          • 401(k) matching - - - -
          • Health, dental, and vision insurance - - - -
          • Employee assistance program - - - -
          • Flexible spending account - - - -
          • Life insurance - - - -
          • Paid time off
            
            
            
            Compensation details: 43000-45000
            
            
            
            PI039815189edf-37248-37735042

Keywords: Particle Technology Labs, Arlington Heights , Office Assistant, Administration, Clerical , Downers Grove, Illinois