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Liaison Group · 11 hours ago

Administrative Assistant - Accounts Payable

Decatur, IL

Full-time

Onsite

Mid Level

$17/hr - $21/hr

3+ years exp

Liaison Technology Group is a forward-thinking company focused on transforming homes and businesses through intelligent control and convenience. They are seeking a detail-driven Administrative Assistant for their Decatur office to support government procurement activities, vendor management, and general administrative duties.

Financial ServicesHealth CareHuman Resources

Growth Opportunities

Responsibilities

Monitor daily alerts from multiple government platforms

Qualify opportunities (scope, geography, requirements, timeline) and maintain a Bid/No-Bid matrix. Present 5–10 qualified opportunities weekly

Manage the government-procurement inbox and all related portal registrations

Track addenda, deadlines, and required meetings

Build and maintain requirements and compliance checklists

Organize all forms, signatures, insurance certificates, bonds, and licenses

Request and standardize supplier quotes (cost, lead time, warranty, freight, terms & conditions)

Prepare pricing tabs, draft submission packages, route for signatures, and ensure timely submission

Log and track submission status through award or interview phase

Process vendor invoices and daily expense reports with accurate project and cost-center coding

Match purchase orders and delivery receipts for smart home equipment and components

Verify pricing, quantities, and approvals prior to payment

Communicate with vendors regarding discrepancies, credits, or missing documentation

Support the controller with financial reporting and accruals

Reconcile vendor statements and resolve discrepancies proactively

Maintain vendor insurance certificates, W-9s, 1099s, and contracts

Ensure thorough documentation and recordkeeping for audits and reporting

Answer and route phone calls or take messages for appropriate team members

Provide backup support to the Purchasing Agent, including filing, scheduling, meeting minutes, travel coordination, supply ordering, and correspondence distribution

Maintain accurate and up-to-date database records

Qualification

Finance/Accounting degreeQuickBooksGoogle Office SuiteMicrosoft Office SuiteHighly organizedCommunication skillsProblem-solving abilitiesDetail-orientedSelf-motivated