Executive Assistant

Executive Assistant Confidential Rockford, IL 61104 $20

• $30 an hour
• Full-time $20
• $30 an hour

•

Full-time Executive Assistant Reports To:

General Manager Department:

Administration Location:

Rockford, IL FLSA Status:

Full-Time / Non-Exempt Position Summary The Executive Assistant provides high-level administrative and operational support to the General Manager and office team. This position ensures the smooth day-to-day operations of the office, handles essential accounting functions (A/P, A/R, invoicing, and order entry), oversees compliance documentation, manages storage tracking and billing, and serves as the first point of contact for clients and vendors. The ideal candidate is organized, detail-oriented, and able to handle multiple priorities with professionalism and discretion. Key Responsibilities Administrative & Executive Support Provide direct assistance to the General Manager, including correspondence and daily priorities. Coordinate communication between departments to ensure operational efficiency and timely task completion with office staff and warehouse personnel. Handle confidential information with professionalism and discretion. Prepare reports, correspondence, and documentation as requested. Accounting & Order Processing Perform accounts payable and accounts receivable processing, including data entry, invoice management, and payment posting. Enter and maintain order information accurately in company systems. Assist with account reconciliations and financial tracking as directed by management. Invoicing Prepare, issue, and track customer invoices for all company services, including rigging, transportation, and storage. Coordinate with the General Manager and operations staff to ensure all billable work is accurately captured and invoiced promptly. Follow up on outstanding balances in writing and by phone. Maintain detailed invoicing records and ensure accuracy between operations logs and accounting reports. Communicate with customers to resolve discrepancies or billing questions in a professional and timely manner. Storage Tracking & Billing Maintain current records of storage customers, contracts, and warehouse occupancy. Track all stored equipment, additions, and removals to ensure accurate billing and accountability. Prepare and send monthly storage invoices and statements. Coordinate with warehouse personnel to verify inventory and ensure up-to-date records for all stored items. Office Management Answer incoming calls, route messages, and provide courteous customer service to clients, vendors, and visitors. Maintain organized filing systems—both digital and physical—for contracts, financial documents, and compliance records. Order and maintain office supplies; coordinate maintenance of office equipment. DOT Compliance & Recordkeeping Assist in maintaining DOT files, driver qualification records, and equipment inspection logs. Ensure compliance with state and federal regulations related to transportation and safety. Coordinate with the General Manager and HR to schedule driver renewals, physicals, and training. Team Support Provide administrative support to other office personnel as needed. Assist in cross-training efforts to ensure office coverage during absences. Contribute to process improvement initiatives and maintain a positive, collaborative work environment. Assist outside contractors as needed. Qualifications At least 3 years of experience as an administrative or executive assistant, ideally within a logistics, construction, or industrial environment. A bachelor's degree in business is preferred, though other degrees will be considered for strong candidates. Working knowledge of basic accounting principles and QuickBooks (or equivalent accounting software). Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook). Excellent written and verbal communication skills. Ability to prioritize, manage multiple projects, and meet deadlines with minimal supervision. High level of professionalism, integrity, and attention to detail. Preferred Experience Familiarity with invoicing systems, storage billing, and warehouse tracking. Knowledge of DOT compliance and safety record management. Prior experience supporting senior management or operations leadership. Experience with ERP systems or order entry platforms. Physical Requirements Ability to sit, stand, and work at a computer for extended periods. Occasionally lift up to 25 pounds. Compensation & Benefits Competitive hourly or salary rate based on experience. Health, dental, and vision insurance. Paid time off and holidays. Retirement plan participation after eligibility period.

Pay:

$20.00

• $30.

00 per hour

Benefits:

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

Work Location:

In person