Administrative Assistant

All City Environmental Services, a Liquid Environmental Solutions company, is seeking an Administrative Assistant to join our team in Chicago.

This role is ideal for someone who is highly organized, detail-oriented, customer-focused, and comfortable supporting daily office operations, service documentation, billing, scheduling support, customer communication, and administrative follow-through in a busy service-based environment.

Location: All City Plumbing & Environmental Services
Schedule: Monday through Friday, 7:00 AM – 4:30 PM
Compensation: between $20 and $29/hr depending on experience and qualifications
Pay: Weekly pay with available overtime
Job Type: Full-time, in person

Essential Duties and Responsibilities

• Prepare daily route summaries and manifests for the FST team before on-duty time.
• Review and approve daily work orders in the Transportation Supervisor Portal and any customer-specific portals as required.
• Review daily FST paperwork, including service location profiles, work completion forms, and manifests for completeness.
• Ensure customer signatures are captured where required.
• Properly scan, file, and organize paperwork for billing submittal.
• Manage paperwork submittal for remote locations as required.
• Verify customer check-in/check-out where required for services.
• Post daily work orders and billing for the industrial segment.
• Create credit memos as needed to correct billing errors.
• Create and submit CRM change requests for required account updates.
• Maintain waste hauling and disposal permits.
• Maintain adequate inventory of supplies to support the team, including PPE, tools, equipment, office supplies, and manifests.
• Create purchase orders for supplies, services, and disposal.
• Process invoices accurately and in a timely manner.
• Maintain data, reports, records, and administrative tracking as required.
• Answer incoming phone calls and emails while supporting the customer service process.
• Communicate professionally with customers, vendors, managers, and team members by phone and email.
• Assist with scheduling support, customer follow-up, service coordination, and related administrative tasks as needed.
• Support proposal, estimate, quote, and service documentation preparation as needed.
• Use company systems, portals, CRM tools, and field-service software as required to support work orders, customer accounts, scheduling, billing, and service documentation.
• Compose professional office and company-wide communications.
• Provide excellent customer service and communicate courteously and professionally with fellow team members, management, clients, and vendors.
• Work cooperatively with managers and peers across multiple departments and locations.
• Maintain accurate and complete paper and electronic filing systems.
• Provide guidance and assistance to personnel with office and administrative needs.
• Conduct research as needed on behalf of customers, auditors, regulatory agencies, and management.
• Accept COD payments and process them correctly when needed.
• Assist management with special projects, reporting, research, customer account updates, and operational follow-up.
• Lead by example in abiding by all regulations, policies, work procedures, and instructions.
• Demonstrate cooperation with all safety rules and use all appropriate safety equipment.
• Perform other administrative and operational support duties as assigned.

Minimum Knowledge, Skills, and Ability Requirements

• Team player with a positive, professional attitude.
• Strong organizational skills and attention to detail.
• Ability to meet deadlines and maintain poise under pressure.
• Ability to manage multiple tasks, priorities, and follow-up items throughout the day.
• Excellent written and verbal communication skills.
• Ability to interact professionally with all levels of management, employees, customers, and vendors.
• Analytical mindset with the ability to review documents, reports, work orders, and data for accuracy.
• Proficient in Microsoft Excel and Word.
• Strong attention to detail when checking for incorrect data and comparing work orders to reports.
• Ability to work independently while also supporting a team environment.
• Professional appearance and demeanor.
• Ability to work in general office conditions.
• Ability to perform light lifting and bending when needed.

Education and Experience Requirements

• High school diploma or equivalent required.
• Two or more years of experience in general office functions required.
• Previous experience in a billing, administrative support, customer service, or operations support role strongly preferred.

Preferred Qualifications

• Previous experience in a billing role.
• Experience with scheduling service appointments, coordinating technician calendars, dispatch support, or customer follow-up.
• Experience preparing, editing, sending, or tracking customer proposals, estimates, quotes, or service documentation.
• Experience using ServiceTitan or similar field-service management software.
• Experience using CRM systems, customer portals, dispatch systems, billing platforms, or work order management tools.
• Experience communicating with customers by phone and email regarding scheduling, service questions, paperwork, billing items, and follow-up needs.
• Experience supporting office operations through data entry, document management, customer coordination, vendor communication, and administrative follow-through.
• Prior administrative experience in plumbing, environmental services, construction, HVAC, industrial services, field services, logistics, or a related service-based business.
• Experience supporting managers with special projects, reporting, research, customer account updates, or operational follow-up.
• Experience with Microsoft Outlook, Access, PowerPoint, and advanced Excel functions preferred.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Equal Opportunity Employer

Liquid Environmental Solutions is committed to employing a diverse workforce. Qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, protected veteran status, disability, or any other legally protected status.

Equal Opportunity Employer/M/F/Disability/Veteran

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.