Administrative Assistant

dbHMS; Chicago (IL); On-site; USD 42,000 - 65,000; Full time

Job summary

dbHMS seeks an Administrative Assistant to support the Human Resources team and broader organization. You will coordinate interviews, onboarding activities, maintain records, and manage office operations to ensure a welcoming workplace.

The role requires strong organization, attention to detail, and excellent communication with employees, candidates, vendors, and partners. You will work closely with the HR team to maintain efficient processes and a positive workplace culture.

Qualifications

• 0–2 years of professional experience.
• Proficient with technology and quick to learn new software.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational and time management skills.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Maintain and update the Applicant Tracking System (ATS).
• Schedule interviews and coordinate communication between candidates and interviewers.
• Provide timely candidate status updates to hiring teams.
• Verify and document candidate references.
• Support recruitment events and onboarding activities.
• Coordinate and schedule new hire onboarding processes.
• Develop and implement onboarding procedures.
• Track employee reviews and onboarding materials.
• Maintain confidential employee records and documentation.
• Manage day-to-day office operations and facilities.
• Receive, distribute, and track packages and deliveries.
• Order office supplies and maintain inventory.
• Coordinate office events and engagement activities.
• Manage building access and meeting logistics.

Skills

Organizational skills

Time management

Communication skills

confidentiality

Education

Bachelor's degree in Business Administration, Office Administration, Human Resources, Organizational Leadership, Communications, or related field

Tools

Microsoft Office

Paycor ATS

Job description

Position Overview

The Administrative Assistant provides administrative, recruitment, onboarding, and office management support to the Human Resources team and broader organization. This role assists with interview coordination, onboarding activities, employee record maintenance, policy updates, office operations, and workplace logistics. The ideal candidate is highly organized, detail-oriented, customer-service focused, and comfortable communicating with employees, candidates, vendors, and external partners. The successful candidate will demonstrate strong multitasking abilities, professionalism, and a commitment to maintaining an efficient and welcoming workplace environment.

Requirements

• 0 – 2 years of professional experience.
• Proficient with technology and capable learning and applying new software.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong organizational and time management skills.
• Ability to maintain confidentiality and handle sensitive information.

Essential Job Functions

Recruitment & Onboarding Support

• Maintain and update the Applicant Tracking System (ATS).
• Schedule interviews and coordinate communication between candidates and interviewers throughout the hiring process.
• Provide timely candidate status updates to hiring teams.
• Verify and document candidate professional references.
• Support the Recruitment Coordinator with the planning and execution of recruitment activities, job fairs, and hiring events.
• Assist with the coordination and scheduling of new hire onboarding activities.
• Assist with the development and implementation of onboarding processes and procedures.
• Track and maintain employee annual review schedules.
• Track and maintain new hire onboarding materials, equipment, and inventory records.

HR Administrative Support

• Track and maintain employee annual review schedules.
• Assist with updating and enforcing the employee handbook, HR policies, and procedures as needed.
• Maintain accurate and confidential employee records and documentation.

Office Administrative & Facilities Support

• Manage day-to-day office operations and maintenance needs to ensure a professional, organized, and functional workplace.
• Receive, distribute, and track incoming packages and deliveries.
• Monitor and order office, kitchen, and workplace supplies to maintain appropriate inventory levels.
• Coordinate seasonal office decorating, support employee engagement programs, recognition activities, and office culture initiatives.
• Manage employee and visitor building access, including syncing and assigning key fobs for office suite access.
• Coordinate catering and logistics for company meetings, employee events, and training sessions.
• Assist with departmental projects and special assignments as needed.

Additional Preferred Qualifications

• Associate's or Bachelor's degree in Business Administration, Office Administration, Human Resources, Organizational Leadership, Communications, or a related field (preferred, not required).
• Experience with Paycor’s Applicant Tracking System (ATS).
• Familiarity with the AEC industry.

Personal Qualities, Other Skills/Abilities

• Demonstrate strong organizational skills and ability to keep track of various items with awareness on their level of importance.
• Have an intuitive understanding of how to move assignments forward based on the desired outcome.
• Excellent verbal and written communication skills.
• Demonstrates confidence in managing up and willingness to learn, and resilience by taking feedback in stride.
• Motivated self-starter and fast learner committed to learning on the job and personal self-development.
• Excellent customer service and interpersonal skills with the ability to interact professionally with employees, vendors, clients, and visitors.