Administrative Assistant

Orvixengr; Chicago (IL); On-site; USD 40,000 - 50,000; Full time

Job summary

An engineering firm based in Chicago is seeking an organized and proactive Administrative Assistant to support daily operations. This role involves managing office activities, coordinating communication within teams, and assisting with project support. The ideal candidate will possess strong organizational and communication skills, and have at least one year of experience in an administrative capacity. This position is critical for maintaining smooth operations and client satisfaction within the firm.

Qualifications

• 1+ years of experience in an administrative role; prior experience in an engineering or technical environment is a plus.
• Proficiency with office software, including Microsoft Office Suite.
• Detail-oriented with a high degree of accuracy in all administrative tasks.

Responsibilities

• Manage day-to-day office activities to ensure smooth operation.
• Assist engineers and project managers with administrative tasks related to ongoing projects.
• Maintain accurate and up-to-date records of contracts and project documents.
• Serve as the first point of contact for clients and stakeholders.
• Assist with invoicing, expense tracking, and processing payments.

Skills

Organizational skills

Communication skills

Time-management skills

Problem-solving skills

Attention to detail

Education

High school diploma or equivalent

Administrative or business certifications

Tools

Microsoft Office Suite

Document management systems

Job description

We are seeking an organized, proactive, and detail-oriented Administrative Assistant to support the daily operations of our engineering firm. As an essential member of our team, you will play a critical role in ensuring smooth office operations, facilitating communication across departments, and helping maintain our commitment to excellence and client satisfaction.

Note: The role is strictly for candidates within the United States onlu.

The ideal candidate will have a strong administrative background, excellent communication skills, and the ability to juggle multiple tasks in a fast-paced environment. Experience within an engineering or technical setting is preferred, but not mandatory.

Key Responsibilities

1. Office Administration & Coordination

• Manage day-to-day office activities to ensure smooth operation and workflow.
• Coordinate office supplies and inventory management, ensuring that essential equipment and materials are always available.
• Handle incoming calls, emails, and correspondence, responding to inquiries and directing them to the appropriate team members.
• Assist in maintaining and organizing physical and electronic filing systems for projects, documents, and contracts.
• Organize and schedule meetings, appointments, and events for team members, including internal and external client meetings.
• Prepare and distribute meeting agendas and minutes, ensuring all team members are informed and prepared.
• Assist with travel arrangements and itineraries for employees, including booking flights, accommodations, and transportation.
• Maintain office safety and cleanliness, addressing any administrative issues promptly.

2. Project Support & Coordination

• Assist engineers and project managers with administrative tasks related to ongoing projects.
• Track project schedules, deadlines, and milestones to ensure that all team members are aligned.
• Prepare and maintain reports, spreadsheets, and presentations for project updates and client communications.
• Assist with contract preparation, procurement documents, and other related paperwork.
• Act as a liaison between internal teams and clients, ensuring effective communication and timely delivery of project updates.

3. Document Management & Data Entry

• Maintain accurate and up-to-date records of contracts, project documents, invoices, and other relevant materials.
• Handle confidential and sensitive information with discretion and in accordance with company policies.
• Assist in data entry, ensuring accuracy and timely updates of company records and databases.
• Support document submission processes for engineering projects, ensuring compliance with industry standards and regulations.

4. Communication & Client Relations

• Serve as the first point of contact for clients, vendors, and stakeholders, ensuring a professional and friendly interaction.
• Facilitate communication between various departments, ensuring timely responses to inquiries and requests.
• Assist in the preparation of client presentations, proposals, and other marketing materials.
• Foster positive relationships with clients and vendors, supporting the companys mission to build long-term partnerships.
• Assist with basic accounting tasks, such as invoicing, expense tracking, and processing payments.
• Ensure that purchase orders, invoices, and receipts are properly documented and processed in accordance with company procedures.
• Assist in maintaining budgets for ongoing projects, working closely with the finance team to ensure accuracy.

Skills & Qualifications

Required Skills & Qualifications:

• High school diploma or equivalent; additional administrative or business certifications preferred.
• 1+ years of experience in an administrative role; prior experience in an engineering or technical environment is a plus.
• Proficiency with office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management systems.
• Strong communication skills (written and verbal) with a professional and courteous demeanor.
• Excellent organizational and time-management abilities, with the ability to handle multiple tasks and deadlines.
• Ability to work independently and as part of a collaborative team.
• Detail-oriented with a high degree of accuracy in all administrative tasks.
• Proactive and solution-oriented attitude toward challenges and problem-solving.