Admin Assistant/Resource Room

Equus Workforce Solutions; Chicago (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

Dynamic Workforce Solutions in Chicago seeks an Administrative Support Specialist to assist project leadership with HR, training, procurement, and reporting. You will maintain confidential files and coordinate multiple projects with minimal supervision.

You will generate invoices, prepare letters and financial statements, support monthly and year-end reports, and help resolve issues with vendors through organized records management.

Qualifications

• High school diploma or GED or 1–2 years of Workforce experience or coordination/planning experience.
• AA or BA degree preferred.
• Experience providing administrative support to multi-layered projects.

Responsibilities

• Provide administrative support to project leadership in HR, training, procurement, AP, and reports.
• Maintain confidential files across office, financial, contract, and personnel records.
• Prioritize and coordinate multiple projects with minimal supervision.
• Generate and dispatch service requests to subcontractors and vendors; communicate with technicians and clients.
• Assess quotes and support commercial/financial negotiations.
• Maintain project tracking spreadsheets and databases.
• Ensure HR files comply with legal requirements and company policies.
• Assist with statistical reports and data requests.
• File and retrieve corporate documents and reports.
• Prepare invoices, reports, memos, letters, and other financial documents.
• Complete monthly and year-end reports on terminations, transfers, and hires.
• Support leadership with a wide range of duties in a fast-paced, confidential environment.
• Maintain an effective records-management system.
• Intervene and resolve business conflicts with vendors/suppliers.

Skills

Strong communication

Public speaking

Multitasking

Confidential information handling

Education

High school diploma or GED

AA or BA preferred

Tools

Microsoft Office

Job description

Company Description

About Us

The Dynamic Difference

We don't just run programs. We build them around people. Our human-centered approach combines real corporate support, long-term leadership, and cutting-edge technology including AI interview tools, virtual reality career exploration, and real-time predictive analytics. Every solution is flexible, integrated, and designed to get results. Our leaders have been with us since day one. Our processes are built to improve. And our commitment to customers never wavers.

Who We Are

A National Leader in Workforce Solutions

We are a nationally and internationally respected leader in workforce training, consulting, management, and administrative services. From supporting job seekers facing barriers to employment, to building employer talent pipelines and delivering statewide training, we bring quality, accountability, and expertise to every program we touch.

Job Description

• Provides administrative support to project leadership in a variety of areas including Human Resource assistance, training documentation, procurement documentation, accounts payable functions, purchase order request, routing correspondence, and reports
• Maintain confidential office and financial files, case files, administrative files, personnel files, and contract files.
• Prioritize and coordinate multiple projects simultaneously and follow through on issues in a timely manner.
• Generate and dispatch service request work orders to multiple subcontractors and vendors, communicating work orders to technicians and internal clients.
• Assess the quotes submitted and select the bidders with which the commercial/financial negotiations may be conducted.
• Maintain project tracking spreadsheets and databases as assigned.
• Ensures that human resource files and records are maintained in accordance with legal requirements and Company policies and procedures.
• Assist with completion of necessary statistical reports as requested.
• File and retrieve corporate documents, records, and reports.
• Contacts prepare source documents to resolve questions, inconsistences, or missing data.
• Prepare invoices, reports, memos, letters, financial statements and other documents using word processing, spreadsheet, database, or presentation software.
• Completes monthly and year-end reports regarding terminations, transfers, and new hires.
• Ability to perform a wide variety of administrative duties on behalf of the Leadership team with minimal supervision.
• Assists in establishing and maintaining an effective and efficient records-management system.
• Intervenes, analyzes, manages, and resolves business conflicts between the company and the vendors/suppliers

Qualifications

• High school diploma or GED, or 1-2 years of experience in a Workforce environment or coordination/planning experience
• AA or BA preferred
• Experience: Significant demonstrable experience and/or training in providing administrative support functions to multi-layered projects
• Skills/Abilities: Ability to clearly and concisely communicate with staff and leadership via presentations, in person, telephone, written and oral
• Must be accustomed to working in a complex, fast-paced and confidential work environment
• Excellent verbal and written communication skills including ability to do public speaking
• Demonstrated ability to use various software programs (Microsoft Office) for correspondence, reports, statistical compilation, analysis, and database access
• The ability to maintain confidentiality is a must

Additional Information

Job Site: Olive Harvey AJC - 10001 South Woodlawn Avenue, Chicago, IL 60628

Dynamic Workforce Solutions is committed to providing an environment that is free from unlawful discrimination and harassment in any form. It is our policy to comply with all applicable laws that provide equal opportunity in employment for all persons.

Living Dynamic

We believe that every role matters and that every customer, both internal and external, should feel empowered to be the best that they can be. Dynamic Workforce Solutions is a place where passion meets purpose and results in excellence.

Equal Opportunity Employer

At the core of our business is a commitment to creating a work environment where all employees have equal access to resources, professional growth, and opportunities. Our Four Cornerstones, paired with our dedication to Extreme Customer Service, guide our efforts to connect with and understand the needs of the communities we serve. We believe that the unique background and experiences within our team enhances our ability to serve our clients and strengthens our workforce. Attracting, developing, and retaining a workforce that reflects the people we serve is essential to our ongoing success.

DWFS/DESI is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, age, pregnancy, sexual orientation, gender identity, ancestry, religion, national origin, veteran status, physical or mental disability, reprisal, or any other characteristic protected by federal, state, or local law.