Administrative Assistant

Forensic Analytical Consulting Services, Inc.; Downers Grove, Northern (IL, KY); Hybrid; USD 25,000 - 34,000; Part time

Benefits offered by this job

Competitive base pay

401(k) retirement plan with company-m칭

Job summary

Forensic Analytical Consulting Services, Inc. in Downers Grove, IL, is seeking a Part-Time Administrative Assistant to keep the office organized, responsive, and running smoothly.

You will handle daily office operations, client and project intake, scheduling, supplies, records management, onboarding, and a variety of administrative requests. The ideal candidate has 2–3 years of related admin experience, excellent written and verbal communication, strong organizational skills, and proficiency

Qualifications

• Two to three years of relevant administrative, office coordination, customer service, or project-support experience.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office or Google Workspace and comfort with calendars, spreadsheets, and shared files.
• Ability to interact professionally with clients, vendors, and employees at all levels.
• Ability to work independently, take initiative, and handle confidential information with discretion.
• Experience in a project-based or professional-services environment is preferred.

Responsibilities

• Serve as the primary point of contact for clients, visitors, vendors, and callers; provide professional, timely customer service.
• Answer, route, and document incoming calls and emails; provide scheduled coverage for shared call queues.
• Maintain organized, clean, and well-stocked workspaces and common areas.
• Order and track office supplies and equipment; coordinate repairs or service requests.
• Receive, sort, distribute, and ship mail and packages with multiple carriers.
• Create and maintain client accounts; verify contact and project information for accuracy.
• Review project intake forms, schedule new projects, and update calendars.
• Prepare and track purchase orders; maintain digital project files and documentation.
• Assist with subpoenas, depositions, records requests, and litigation-related file close-outs.
• Coordinate supply pickup and delivery with laboratory and field-service partners.
• Maintain records for employee certifications and required training.
• Support new-hire onboarding with materials and basic training.
• Arrange travel and hotel accommodations; collect and submit weekly expense reports.
• Coordinate with insurance providers for certificates of insurance.
• Support customer-service follow-ups and administrative requests with Accounting.
• Assist with staff presentations, training sessions, and meeting-room setups.
• Plan office celebrations and team events; maintain office culture and recognition activities.
• Provide general administrative support to Local Director and coordinate IT needs.
• Maintain confidentiality of client, employee, financial, and project information.
• Perform other related administrative and office-support duties as assigned.

Skills

Communication

Organization

Interpersonal skills

Calendar management

Tools

Microsoft Office Suite

Google Workspace

Job description

At FACS, our mission is to make environments safer and healthier for the people who live and work in them. As one of the nation's leading environmental health consulting firms, we help organizations protect their people, assets, and communities. We are built on purpose, partnership, and performance—delivering measurable impact with every client engagement.

Our Values

We live our mission through three core values:

• People First:Support our team and clients, promote professional growth, and value collaboration.
• Integrity of the Science:Deliver accurate, reliable results through objective, evidence-based practices.
• Client Relationships for Life:Build long-term partnerships and help clients address environmental health challenges.

Why Join Us

• Impact:Contribute meaningful work that empowers teams and drives results across the organization.
• Culture:Thrive in a collaborative, entrepreneurial, and mission-driven environment where your work matters.
• Growth:Innovate, develop your skills, and help shape the future of how we operate and deliver on our mission.
• Visibility:Partner directly with leadership and cross-functional teams to make a real difference.

Ranked "Best Places to Work" for five consecutive years, we invest in your success through training, mentorship, and support for professional certifications—so you can grow, thrive, and build a career with lasting impact.

The Part-Time Administrative Assistant helps keep the office organized, responsive, and running smoothly. This role provides broad administrative, office-operations, and project-support coordination.

Working Monday through Friday from 10:00 a.m. to 2:00 p.m., you will support daily office operations, client and project intake, scheduling, supply and equipment coordination, records management, employee onboarding, and a variety of administrative requests. The ideal candidate is organized, dependable, service-oriented, comfortable managing multiple priorities, and trusted to handle confidential information with care.

Primary Responsibilities

Serve as the primary point of contact for clients, visitors, vendors, and callers; provide professional, timely, and helpful customer service.

Answer, route, and document incoming phone calls and emails; provide scheduled coverage for shared call queues.

Support the daily operation of the office by maintaining organized, clean, and well-stocked workspaces, storage areas, and common areas.

Order and track office and field supplies, equipment, and materials; coordinate printer, copier, and other office-equipment repairs or service requests.

Receive, sort, distribute, and ship mail, packages, and documents using USPS, FedEx, UPS, and other carriers.

Create and maintain client accounts; verify contact, billing, and project information for accuracy.

Review project intake forms, schedule new projects, update project calendars, and communicate scheduling details to relevant staff.

Prepare, distribute, and track purchase orders; maintain organized digital project files, correspondence, and related documentation.

Assist with administrative processing for subpoenas, depositions, records requests, and litigation-related file close-outs, following established procedures.

Coordinate supply pickup and delivery with laboratory and field-service partners.

Maintain records for employee certifications, required training, medical evaluations, and other compliance-related documentation.

Support new-hire onboarding by preparing materials, coordinating administrative setup, and providing basic office and task training.

Arrange employee travel and hotel accommodations; collect, track, and submit expense reports on a weekly basis.

Coordinate with insurance providers to request and maintain certificates of insurance.

Partner with the Accounting team to support customer-service calls, email follow-up, and administrative requests.

Assist with staff presentations, training sessions, and courses by preparing copies, packets, supplies, and meeting-room setups.

Plan and coordinate office celebrations, employee-recognition activities, birthdays, holidays, milestones, BBQs, and other team events.

Provide general administrative support to the Local Director and coordinate routine office technology needs with IT.

Maintain confidentiality when handling client, employee, financial, project, and legal information.

Perform other related administrative and office-support duties as assigned

Qualifications

Two to three years of relevant administrative, office coordination, customer service, or project-support experience.

Excellent written, verbal, and interpersonal communication skills.

Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.

Proficiency with Microsoft Office or Google Workspace and comfort using calendars, spreadsheets, shared digital files, and office systems.

Ability to interact professionally with clients, vendors, and employees at all levels.

Ability to work independently, take initiative, and handle confidential information with discretion.

Experience in a project-based or professional-services environment is preferred.

Qualifications

Physical & Work Requirements

Ability to lift, carry, and move items weighing up to 30 pounds.

Ability to sit for extended periods and use a computer to complete documentation, reporting, and administrative tasks.

Valid driver’s license, reliable transportation, and current auto insurance.

Compensation

Competitive base pay.

401(k) retirement plan with company matching contributions, subject to plan eligibility requirements.

Actual compensation is determined based on geographic location, relevant knowledge, skills, experience, and internal equity. Please refer to the compensation range displayed in this job posting.

Equal Opportunity Employer

Forensic Analytical Consulting Services is an equal opportunity employer committed to creating an inclusive workplace. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, protected veteran status, or any other status protected by applicable law. We welcome and encourage applications from qualified individuals of all backgrounds, including women, people of color, individuals with disabilities, and veterans.

Employment is contingent upon successful completion of a background check and drug screening, consistent with applicable law.