Office/HR Assistant at Exodus Integrity Services

Exodus Integrity Services, Inc is a rapidly expanding technology company headquartered in Northeast Ohio. EIS provides quality services to our clients by instilling honesty, commitment, and hard work to find the most qualified candidates to fill each opportunity. Currently, we are seeking individuals for an Office/HR Assistant opportunity in our Willoughby, Ohio office. If you are interested in joining a vibrant organization where you are valued and rewarded for your contributions, and you possess the qualifications listed below, please forward your resume and salary requirements.  This opportunity is a hybrid work environment requiring a minimum of 3 days a week in the office.

Job Overview: We are seeking a highly organized and detail-oriented Office/HR Assistant to provide administrative support to the Human Resources Director, Partners and CEO regarding office administration, assist with human resources, accounts payable and accounts receivable. Manage contract employee billing, time tracking, and administrative tasks. This role is critical for ensuring accurate billing, timely payments, and maintaining efficient processes within our organization. A strong focus on customer service, process auditing, and accuracy is essential to support our growing team and client base.

Key Responsibilities:

• Time & Attendance Management:
  • Retrieve and review contract employee’s hours from various time systems.
  • Ensure all contract employees accurately enter their hours weekly and monthly.
• Billing & Invoicing:
  • Generate and review invoices, comparing hours from payroll reports to invoices to ensure accuracy.
  • Create and manage recurring billing documents for contractors and clients in QuickBooks online.
  • Process and bill contract employee expenses to clients; ensure correct submission in client systems.
• Contract Employee Setup & Termination:
  • Set up new hires in QuickBooks, including recurring billing and document management.
  • Offboard contractors by removing them from billing systems and recurring documents.
  • Conduct audits on ending contractors to ensure proper documentation and billing closure.
• Vendor & Expense Management:
  • Enter third-party vendor bills, verify hours for accuracy, and maintain filing systems.
  • Pay vendor bills through the banking system, ensuring the company’s payment is prioritized.
  • Handle specific monthly payments and split costs across companies as required.
• Audit & Compliance:
  • Perform quarterly audits on contractor billings to ensure CRM records are up to date.
  • Conduct end-of-month checks
• Customer Service & Communication:
  • Issue late notices on unpaid invoices and coordinate with account managers to resolve outstanding issues.
  • Manage electronic payments through supplier portals and ensure accurate time and date entries.
• HR Support
  • Assist with drug and background checks for new employees.
  • Coordinate with HR Director on special projects including reports, company events/celebrations, safety and wellness programs, etc.
  • Prepare or maintain employment records related to events such as hiring, termination, leaves, transfers, or promotions in SharePoint
  • Assist with onboarding and off-boarding employees and ensure that necessary employment paperwork is complete
• Miscellaneous Duties:
  • Update subscriptions, service items, and billing in external systems.
  • Monitor and update recurring documents on a monthly or weekly basis.
  • Maintain inventory of office supplies and manage/order as needed

Requirements:

• Minimum high school education or equivalent, some college preferred.
• 5+ years of recent office A/P and A/R experience.
• 2+ years QuickBooks experience required.
• Experience in Human Resources, e.g., employment laws, benefits, payroll, time off, etc.
• Excellent communication and interpersonal skills.
• Excellent computer skills, with experience in MS Office products, including Excel.
• Ability to complete tasks accurately and on time.
• Excellent planning, prioritizing, and time management skills.
• Ability to work independently.
• Excellent organizational skills.
• Demonstrated problem-solving skills.
• Represent the company in a professional manner.
• Ability to work with a hybrid work schedule.

Physical Demands and Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Position requires sitting at a desk for the majority of the workday.  The employee must enter data on the computer repetitively for extended periods of time.  The position requires use of computer and various other pieces of office equipment.  Some lifting may be involved.  This job operates in a professional office environment as well as from home. Occasional local driving is required.

About EIS:
Since 1997, Exodus Integrity Services, Inc. (EIS) has brought hundreds of companies and thousands of talented IT professionals together. With over 120 years of combined industry and functional experience, the EIS team takes a consultative approach to identify client objectives and create practical initiatives that solve problems quickly and efficiently. We specialize in Consulting Solutions, Contingent and Direct Workforce Staffing, and Healthcare IT Solutions.

EIS is an equal opportunity employer. In accordance with anti-discrimination law, it is the purpose of this policy to effectuate these principles and mandates. EIS prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. EIS conforms to the spirit as well as to the letter of all applicable laws and regulations.