Administrative Assistant

Administrative Assistant Decatur Office

Liaison Technology Group

Location: Downtown Decatur IL

Employment Type: Full-Time In-Office

About Us

At Liaison Technology Group we believe the future of home living is defined by convenience comfort and intelligent control. Our cutting-edge solutions transform homes and businesses into connected intuitive environments that respond effortlessly to the needs of our clients. If youre passionate about excellence in technology and want to be part of a growing forward-thinking company we want to hear from you.

Position Summary

We are seeking a detail-driven organized and proactive Administrative Assistant to support our Decatur office. The ideal candidate will communicate clearly manage multiple priorities with ease and thrive in a fast-paced process-oriented environment. This role supports government procurement activities vendor management financial documentation and general administrative duties.

Key Responsibilities

Government Procurement Support

• Monitor daily alerts from multiple government platforms.
• Qualify opportunities (scope geography requirements timeline) and maintain a Bid/No-Bid matrix. Present 510 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.
  
  

Vendor & Financial Administration

• 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.
  
  

General Administrative Duties

• 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.
  
  

Required Skills & Qualifications

• Associates degree or higher in Finance/Accounting or Related Field preferred
• 1-2 years of experience as an Administrative Assistant
• Experience with QuickBooks a Plus
• Strong verbal and written communication skills.
• Experience with Google Office Suite or Microsoft Office
• Highly organized detail-obsessed and deadline-reliable.
• Self-motivated with excellent problem-solving abilities.
• Comfortable using portals and light AI tools.
• Ability to work on-site full-time in the Downtown Decatur office.
• Strong communication skills with vendors installers and internal project managers to ensure billing accuracy.
  
  

Disclaimer: This job description outlines the general nature and scope of the role. It is not an exhaustive list of all duties or responsibilities. Team members may be asked to perform additional tasks as needed.

Required Experience:

Manager