Administrative Assistant

$48,984 - $80,288/Yr

Hr Green - Aurora, IL

Full-time - Entry Level

Aurora, IL

501-1,000 employees

Construction of Buildings

About the position

Join our dynamic team as an Administrative Specialist, where you'll play a pivotal role in providing high-level administrative support to key personnel. This position involves handling confidential information, supporting various engineering departments, and managing front-desk responsibilities. You will be integral in creating bid packets, proposals, and other essential documents, contributing to the overall efficiency and success of the organization.

Responsibilities

• Supports pursuit team by proofreading, production, and packaging proposals for shipment or delivery.
• Assist with the preparation of design proposals, specification documents, and reports.
• Support bidding phase - Print and distribute plan sets, plan holders list, addendums, and bid tab results.
• Create project folders, oversee process and routing of shop drawings, submittals, plan checks, or permits, verify certified payrolls, compile, and track instructions to Contractors & Request for Information documents.
• Maintain departmental files and prepare documents for archive storage.
• Works cooperatively with other administrative staff and site leader to ensure site/department administrative needs are met efficiently.
• Performs administrative duties requiring considerable judgment, initiative, and knowledge of organization supported.
• Assists with coverage for reception and copy room areas.
• May be required to maintain calendars, schedule appointments, prepare meeting materials and arrange departmental meetings/conferences.
• Interfaces with personnel of substantial importance within and outside the company concerning matters requiring explanation, discussion, and obtaining approvals.
• Composes letters and memorandums for signature requiring an excellent working knowledge of company functions.
• Edits documents to ensure composition and contextual accuracy; proofreads typed data ensuring proper spelling, punctuation, and grammar usage.
• Prepares materials and agendas for management and/or departmental meetings.
• May track and maintain site budgets and assist site leader in determining budget requirements.
• Organizing and prioritizing multiple projects and tasks simultaneously with minimal supervision.

Requirements

• High School diploma or equivalent with four to eight years of prior administrative experience is required.
• Associates Degree preferred.
• Advanced knowledge of Microsoft Office 365 programs (i.e., Word, Excel, PowerPoint, and Outlook).
• Advanced Word and PowerPoint skills to include the ability to easily create, design, and format documents that look professional and error-free.
• Advanced Excel skills to include the ability to produce graphs and tables, use spreadsheets efficiently, and perform calculations to process data.
• Advanced Outlook skills to include the ability to confidently use email, contacts, and calendars while scheduling virtual meetings, appointments, and managing workflow.
• Ability to solve practical problems and deal with a variety of concrete variables with limited daily interaction with manager.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Benefits

• Comprehensive and multi-faceted benefits package including health insurance, retirement plans, and paid time off.