Engineering Administrative Specialist: Project & Office Ops

Orvixengr; Chicago (IL); On-site; USD 42,000 - 54,000; Full time

Job summary

Orvixengr, an engineering firm, is seeking an organized Administrative Assistant to support daily operations and facilitate cross-departmental communication. You will help maintain efficient office workflows, manage scheduling, and assist with project documentation and client interactions.

The ideal candidate has a strong administrative background, excellent communication, and the ability to juggle multiple tasks in a fast-paced environment.

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 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.

Responsibilities

• Office Administration & Coordination to ensure smooth operation.
• Coordinate office supplies and inventory management.
• Handle calls, emails, and correspondence; direct inquiries to appropriate teams.
• Assist with filing systems for projects, documents, and contracts.
• Organize and schedule meetings, appointments, and events for team members.
• Prepare and distribute meeting agendas and minutes.

Skills

Communication skills

Organizational skills

Time management

Independent worker

Team collaboration

Detail oriented

Proactive problem solving

Education

High school diploma

Administrative certifications

Tools

Microsoft Office

Document management systems

Accounting software

Job description

Orvixengr, an engineering firm, is seeking an organized Administrative Assistant to support daily operations and facilitate cross-departmental communication. You will help maintain efficient office workflows, manage scheduling, and assist with project documentation and client interactions.

The ideal candidate has a strong administrative background, excellent communication, and the ability to juggle multiple tasks in a fast-paced environment.