Company: Moovers Chicago Inc.
Location: 5201 W Grand Ave., Chicago, IL (On-Site)
Pay: $25.00 – $28.00 / hour + Peak Season Overtime + Performance Bonus
Total Target Earnings: $62,000 – $72,000+ / year (Base + Summer Overtime + Performance Bonus)
About Moovers Chicago:
Moovers Chicago Inc. is a premier, fast-growing local and long-distance moving and storage business. Backed by an established leadership team across Sales, Dispatch, and Warehouse operations, we manage 50+ field crew members and a dedicated office team. We are seeking an organized HR, Payroll & Office Coordinator to handle back-office administration, compliance, daily financial uploads, and vendor accounts payable.
Position Overview:
You will serve as the administrative core of our business. This role manages field crew onboarding, payroll auditing, vendor bill pay, receipt logging, regulatory compliance, and post-move job closures within our CRM.
Key Responsibilities:
- Receipt Management & Vendor Bill Pay: Collect, scan, and upload all daily operational receipts (fuel, truck maintenance, parking, hotel, toll receipts) into QuickBooks; process recurring vendor bills, track accounts payable, and ensure invoices are paid on time.
- Job Closing & CRM Auditing: Audit and close completed move files daily in SmartMoving CRM (training provided). Reconcile dispatch time logs, final billing totals, crew tips, and ensure payment data syncs accurately with QuickBooks.
- Storage Accounts Receivable: Monitor monthly private storage accounts in SmartMoving; ensure storage customer accounts stay current and collect recurring billing on time.
- Payroll Processing: Cross-reference SmartMoving job hours against Payville/LiftHCM timecards to prepare and submit accurate bi-weekly pay runs for 60+ field and office employees.
- Recruiting & Digital Onboarding: Oversee full-cycle hiring for drivers, movers, and crew leaders using LiftHCM (isolved). Coordinate background screens, drug testing, and digital onboarding setup.
- Regulatory & Safety Compliance: Maintain FMCSA/DOT driver qualification files, track driver medical cards and licenses, and manage Chicago/Illinois labor law requirements (paid leave, mandatory training, meal break records).
- Office Administration: Handle general office functions, manage vendor records, handle office mail, order supplies, and assist department heads during peak volume.
What We Are Looking For:
- Experience: 2+ years in office administration, HR, payroll, or accounts payable/bookkeeping support.
- Software Competency: General experience using any modern CRM or ERP software is required (we will fully train you on SmartMoving). Familiarity with QuickBooks and payroll systems (LiftHCM, isolved, Payville, or similar) is a plus.
- Skills: High attention to detail regarding receipt collection, bill pay scheduling, timecard auditing, and accounts receivable.
- Adaptability: Comfort working in a seasonal business environment with variable peak-season demands.
- Languages: Bilingual prefferd, but not required (Spanish/ English).
Compensation & Benefits:
- Base Hourly Pay: $25.00 – $28.00 / hour (based on experience).
- Schedule: Full-time. ~38 hours/week off-season (September–February); ~48 hours/week peak season (March–August with guaranteed 1.5x overtime pay for hours over 40).
- Performance Bonus: Up to $8,000 – $10,000+ in quarterly performance bonuses tied to job-closing accuracy, receipt upload completeness, timely bill payments, compliance audit scores, and labor control metrics.
- Health Coverage: Choice between High-Deductible Health Plan with HSA option or traditional health plan (Employer covers 25% of employee premium cost).
- Voluntary Benefits: Voluntary Dental & Vision insurance plans available.
- Retirement Plan: SIMPLE IRA with up to a 3% company match.
- Paid Time Off: Paid time off and Chicago paid sick/safe leave.
How to Apply:
Submit your resume and a brief summary of your experience managing receipts, vendor bill pay, payroll, or CRM software in high-volume environments.
Pay: $25.00 - $28.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
