Sr. Administrative Assistant (Project Billing) at Northwest… · Boise

Sr. Administrative Assistant (Project Billing)

Location: Boise, Idaho

Northwest Engineering Service, Inc. is the leading provider of Testing, Adjusting, and Balancing Services of mechanical systems and Whole Building Commissioning in the Pacific Northwest. Founded in 1958, NWESI continues to have a reputation for providing quality work and for our professional assessments.

We are looking to add a talented Commissioning Services Division (CxSD) Administrator to our Boise, ID office location. The CxSD Administrator will be responsible for providing administrative support to division leadership and ensuring efficient operation in the office. This role is crucial in coordinating administrative tasks, managing communications, and assisting with project management to support divisional goals.

At NWESI, we are proud to be employee-owned. As part of joining our team, this role will be eligible for participation in the Employee Stock Ownership Plan.

KEY RESPONSIBILITIES:

• Manage project setup, including establishing new projects, phases, and billing information in the Company's accounting system
• Prepare and process approximately 60 o 70 client invoices monthly based on billing instructions provided by project managers, ensuring accuracy and timely submission
• Manage complex project billing requirements, including multiple project phases, varying client billing procedures, and submission of invoices through client-specific online billing portals
• Prepare, track, and submit lien waivers, releases, and other documentation required or client invoicing and payment processing
• Coordinate with project managers and accounting staff to resolve billing discrepancies, track outstanding billing requirements, and ensure timely invoicing and payment processing
• Manage the administrative aspect of quoting, job setup, and accounts receivable for the Commissioning Services Division
• Supports leadership administratively for office; schedule meetings, coordinate travel, assist with onboarding and offboarding tasks, plans social and business functions.
• Gather and maintain key business documents in electronic archives for the division.
• Maintain adequate inventory of office, kitchen, and other supplies.
• Shows enthusiasm and passion for NWESI in greeting visitors to a professional lobby area.
• Manage incoming calls and filters to technical or business development staff
• Work closely with all levels of administrative and technical staff to assist as needed with word processing, data entry, filing, copying, low level technology issues, and database management
• Works directly with IT and has some level of involvement in most IT related items
• Function as the main point of contact for location-related vendors (alarms, supplies, and equipment)
• Work with technical team members to maintain proper inventory and function as the main point of contact for all regional-specific equipment; place orders as directed by Commissioning Services Division Manager
• Determining and placing office safety supply orders for regional office
• Work with Executive and IT teams during periods of inclement weather, alarm, or technology-related incidents to ensure the office is secure and personnel stay informed
• Assist and/or arrange training, classes, or webinars for other employees
• Manage or maintain the company’s sustainability practices
• Works with accounts payable for regional vendors
• Ensure all reports meet professional standards for writing and consistency, and (with guidelines from the Business Development Group) company branding requirements
• Requesting insurance certificates for all Commissioning projects and clients
  
• Other duties as assigned.

SKILLS & ABILITIES:

• Strong interpersonal skills; ability to interact professionally with diverse personalities
• Problem-solving abilities and adaptability to changing needs and situations
• Attention to detail and accuracy in all tasks

REQUIREMENTS:

• Associate’s or Bachelor's degree in Business Administration or related field preferred
• 5+ years of administrative experience, ideally supporting senior management
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent verbal and written communication skills
• Strong organizational skills with the ability to multitask and prioritize
• Ability to handle sensitive information and discretion to maintain confidentiality
• Familiarity with the Smartsheet software preferred
• Familiarity with the Ajera software preferred

POST-OFFER, PRE-EMPLOYMENT REQUIREMENTS

• Ability to pass pre-employment and ongoing background checks and drug screens
• Valid Driver's License with a good record

BENEFITS PACKAGE

• Medical, dental, vision coverage, with a $450 Cafe Contribution provided by the Company
• Company-paid life and disability insurance
• Flexible Spending Account and Dependent Care Reimbursement Account
• Reimbursement for educational and credentialing expenses related to professional development, and defined pay raises or bonuses related to certifications
• 31 paid days off (including holidays and PTO)
• Profit sharing program and 401(k)
• Employee Stock Ownership Plan with a minimum 3% annual company contribution to employees