Office Administrator Assistant

Job Summary:

Foremost Fastener Company is seeking a reliable, detail-oriented **Office Administrator Assistant** to join our team. This role is essential to the smooth day-to-day operations of our office, with a primary focus on managing and filing client information, processing billing and invoicing, and supporting general administrative functions. If you are organized, professional, and thrive in a structured environment, we want to hear from you.

Key Responsibilities:

Client File Management & Filing:

-Organize, maintain, and update physical and electronic client files in a consistent, accurate, and confidential manner.

- Intake and process new client files into the company database or records system.

- Ensure all client documentation is properly labeled, stored, and retrievable

- Conduct regular audits of files to confirm accuracy and completeness

Billing & Invoicing:

- Prepare, generate, and issue invoices to clients in a timely manner

- Verify billing data and charges for accuracy before submission

- Follow up on outstanding or overdue payments and document all billing communications

- Identify and communicate any billing discrepancies to the appropriate team member

- Maintain accurate financial and billing records in compliance with company procedures

- Support month-end billing deadlines and assist with basic account reconciliations

General Office Administration:

- Answer incoming phone calls professionally and direct them to the appropriate personnel

- Greet and assist clients and visitors who come into the office

- Manage incoming and outgoing mail, correspondence, and packages

- Monitor and maintain office supplies and notify the appropriate person when restocking is needed

- Assist in scheduling meetings, appointments, and coordinating office communications

- Complete data entry tasks and support the team with various clerical duties as assigned

Qualifications & Requirements

Required

- High school diploma or GED certificate

- 1+ years of experience in an administrative, billing, or office support role preferred

- Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

- Strong organizational skills with a high attention to detail

- Excellent verbal and written communication skills

- Ability to handle sensitive and confidential client information with discretion

- Reliable, punctual, and self-motivated with the ability to work independently

Preferred

- Experience with filing systems (physical and digital/electronic)

- Familiarity with basic invoicing or accounting software

- Prior experience in a small-office or industrial/manufacturing environment

- Associate's or Bachelor's degree in Business Administration or a related field

What We Offer:

- Competitive hourly compensation (commensurate with experience)

- Supportive and collaborative team environment

- Stable, full-time schedule: Monday–Friday

- Opportunity to grow within a well-established, family-oriented company

How to Apply:

Interested candidates are encouraged to submit a **resume** and a brief **cover letter** describing their relevant experience to:

**Email:** [email protected]

**Phone:** (630) 543-9685

**In Person:** 1010 W. National Avenue, Addison, IL 60101

*Foremost Fastener Company is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or any other characteristic protected by law.*

Pay: $20.00 - $25.00 per hour

Benefits:

• 401(k) matching
• Health insurance
• Paid time off
• Parental leave

Work Location: In person