Office Administrative Assistant

Mead & Hunt, Inc; Chicago (IL); Sur place; USD 34 000 - 44 000; Plein temps

Avantages offerts par ce poste

Medical insurance

Dental insurance

Vision insurance

Paid time off

Paid sick leave

Parental leave

401K with company match

Life and disability insurance

Employee assistance program

Résumé du poste

Mead & Hunt in Chicago seeks an Office Administrator to coordinate with building and property management, manage access and communications, and handle mail and shipments. You will serve as the welcoming front desk presence for employees, clients, vendors, and guests.

The role requires an associate's degree in business administration or at least 2 years of office experience, strong organizational skills, and proficiency with common office software. A comprehensive benefits package is offered.

Qualifications

• Associate's degree in business administration or related field required or at least 2 years of relevant office experience.
• Strong organizational and ownership mindset with reliability and attention to detail.
• Excellent written and verbal communication; personable and professional in face-to-face interactions.

Responsabilités

• Coordinating with building management, property management, and internal Business Operations teams regarding office maintenance, access, communications, and facility matters.
• Submitting, tracking, and following up on office and building work orders, including HVAC, plumbing, kitchen, restroom, lighting, and general maintenance issues.

Connaissances

Office administration

Customer service

Communication

Front desk

Organizational skills

Proactive

Formation

Associate's degree in business administration

2 years of relevant office experience

Outils

Bluebeam

Microsoft Word

Excel

PowerPoint

Copilot

Outlook

Teams

Vision/AEC360/Newforma

Description du poste

Responsibilities:

• Coordinating with building management, property management, and internal Business Operations teams regarding office maintenance, access, communications, and facility matters.
• Submitting, tracking, and following up on office and building work orders, including HVAC, plumbing, kitchen, restroom, lighting, and general maintenance issues.

• Review and approve appropriate vendor invoices through PAT/AEC360and assist with resolving billing discrepancies.
• Monitor office conditions and proactively identify items requiring maintenance, cleaning, replacement, restocking, or repair.
• Serve as the primary front‑desk presence and provide a welcoming, professional environment for employees, clients, vendors, and guests.
• Greet visitors, coordinate building access, provide directions, and respond to general office questions.
• Receive, sort, distribute, and prepare incoming and outgoing mail, packages, and shipments.
• Coordinate shipping labels and mailing needs for employees and project teams, including Interior Design staff and others shipping project materials.
• Assisting equipment monitoring as requested by IT
• Coordinating event planning for office and corporate functions

• Other duties as assigned

Successful candidates must have the following:

• Associate's degree in business administration or a related field from an accredited college or university

--OR-

• If no degree, at least 2 years of relevant office experience.

The ideal candidate will have any/all of the following:

• Prior office administration experience is helpful, but initiative, reliability, organization, and ownership are especially important.
• Personable, welcoming, approachable, and comfortable serving as the face of the office.

• Highly organized with exceptional attention to detail and a strong sense of ownership.

• Proactive and able to recognize what needs to be handled without waiting to be asked.

• Ability to manage many small responsibilities simultaneously and reliably follow through.

• Comfortable communicating with vendors, building staff, employees, clients, and senior executives.

• Strong written and verbal communication skills.

• Flexible and willing to assist with different assignments as office needs change.

• Basic to intermediate proficiency with Bluebeam, Microsoft Word, Excel, PowerPoint, Copilot, Outlook, and Teams.

• Comfortable learning company systems such as Vision/AEC360/Newforma.

• Able to exercise discretion when working with confidential or sensitive information.

• Willing to obtain an Illinois Notary Public commission.

Mead & Hunt proudly offers medical, dental, and vision insurance, paid time off, paid sick leave, parental leave, a 401K plan with a generous company match, life and disability insurance, and an employee assistance program.

Mead & Hunt will not sponsor a visa (H-1B, etc.) for this position.

Salary Range: $25.00 to $32.00 hourly - Actual compensation may vary due to other factors such as: experience, skill set or location.

Employment is contingent upon successful completion of applicable pre-employment screening requirements.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to protected veteran status, disability, race, color, religion, sex, sexual orientation, gender identity, or national origin.