Office Manager Job at Collision Analytics LLC in Woodstock

Overview

Collision Analytics LLC is a consulting firm based in Woodstock, Illinois, specializing in the investigation and reconstruction of automobile and heavy truck collisions. We provide expert analysis, reporting, and testimony for attorneys and insurance companies across the country. Our work is grounded in integrity, technical accuracy, and exceptional client service.

As we grow, we are seeking a highly organized and proactive Office Manager to oversee daily administrative operations and support the efficiency of our field and analytical staff.

Position Summary

The Office Manager is responsible for coordinating and managing the administrative functions of the company, ensuring smooth day-to-day operations, and serving as a key point of contact for clients, vendors, and internal team members. The ideal candidate will be detail-oriented, adaptable, and comfortable working in a dynamic, technical, and professional environment.

Key Responsibilities

• Oversee scheduling of casework, travel, and meetings
• Maintain and organize client files, case records, and documentation (physical and digital)
• Manage incoming and outgoing correspondence, phone calls, and email inquiries
• Serve as the first point of contact for client communication and case intake
• Coordinate the intake process for new assignments and ensure prompt follow-up
• Coordinate fieldwork, ensuring necessary paperwork and permissions are in place
• Maintain internal databases, calendars, and case tracking systems
• Ensure the office environment is organized and stocked with necessary supplies
• Support onboarding and coordination of staff and subcontractors as needed
• Manage invoicing, accounts receivable, and assist with tracking billable hours in coordination with the company’s owner
• Assist in budget tracking, expense reporting, and purchasing
• Ensure sensitive client and case information is handled with discretion and in compliance with legal and ethical standards
• Help maintain documentation related to certifications, contracts, and insurance policies

Qualifications

• Proven experience in office management, executive assistance, or professional administration (3+ years preferred)
• Strong organizational and time-management skills
• Exceptional written and verbal communication skills
• Proficiency with Microsoft Office Suite, Adobe Acrobat, and cloud-based tools (e.g., Google Drive, Dropbox, QuickBooks or similar)
• Ability to manage multiple priorities with a high degree of accuracy and professionalism
• Comfortable working in a small office with technical staff and varied deadlines
• Experience in legal, insurance, engineering, or consulting environments is preferred

Work Schedule & Compensation

• Full-time, Monday–Friday (standard business hours)
• On-site at our Woodstock, Illinois office
• Competitive salary commensurate with experience
• Benefits package available after probationary period, including paid time off and the potential for employer contribution toward health insurance

How to Apply

Please submit your resume and a brief cover letter outlining your qualifications and interest in the position to andrew@collisionanalyticsllc.com.

Equal Opportunity Employer

Collision Analytics LLC is an equal opportunity employer committed to creating an inclusive environment for all employees. We encourage applicants from all backgrounds to apply.