Administrative Assistant - Chicago - Orvix Engineering

    Orvix Engineering
    Orvix Engineering Chicago

    1 week ago

    Description

    About the job Administrative Assistant
    We are seeking an organized, proactive, and detail-oriented Administrative Assistant to support the daily operations of our engineering firm. As an essential member of our team, you will play a critical role in ensuring smooth office operations, facilitating communication across departments, and helping maintain our commitment to excellence and client satisfaction.
    Note: The role is strictly for candidates within the United States onlu.
    The ideal candidate will have a strong administrative background, excellent communication skills, and the ability to juggle multiple tasks in a fast-paced environment. Experience within an engineering or technical setting is preferred, but not mandatory.
    Key Responsibilities
    1. Office Administration & Coordination

    • Manage day-to-day office activities to ensure smooth operation and workflow.
    • Coordinate office supplies and inventory management, ensuring that essential equipment and materials are always available.
    • Handle incoming calls, emails, and correspondence, responding to inquiries and directing them to the appropriate team members.
    • Assist in maintaining and organizing physical and electronic filing systems for projects, documents, and contracts.
    • Organize and schedule meetings, appointments, and events for team members, including internal and external client meetings.
    • Prepare and distribute meeting agendas and minutes, ensuring all team members are informed and prepared.
    • Assist with travel arrangements and itineraries for employees, including booking flights, accommodations, and transportation.
    • Maintain office safety and cleanliness, addressing any administrative issues promptly.
    2. Project Support & Coordination
    • Assist engineers and project managers with administrative tasks related to ongoing projects.
    • Track project schedules, deadlines, and milestones to ensure that all team members are aligned.
    • Prepare and maintain reports, spreadsheets, and presentations for project updates and client communications.
    • Assist with contract preparation, procurement documents, and other related paperwork.
    • Act as a liaison between internal teams and clients, ensuring effective communication and timely delivery of project updates.
    3. Document Management & Data Entry
    • Maintain accurate and up-to-date records of contracts, project documents, invoices, and other relevant materials.
    • Handle confidential and sensitive information with discretion and in accordance with company policies.
    • Assist in data entry, ensuring accuracy and timely updates of company records and databases.
    • Support document submission processes for engineering projects, ensuring compliance with industry standards and regulations.
    4. Communication & Client Relations
    • Serve as the first point of contact for clients, vendors, and stakeholders, ensuring a professional and friendly interaction.
    • Facilitate communication between various departments, ensuring timely responses to inquiries and requests.
    • Assist in the preparation of client presentations, proposals, and other marketing materials.
    • Foster positive relationships with clients and vendors, supporting the companys mission to build long-term partnerships.
    5. Financial Support & Administration
    • Assist with basic accounting tasks, such as invoicing, expense tracking, and processing payments.
    • Ensure that purchase orders, invoices, and receipts are properly documented and processed in accordance with company procedures.
    • Assist in maintaining budgets for ongoing projects, working closely with the finance team to ensure accuracy.
    Skills & Qualifications
    Required Skills & 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 office software, including 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.
    Job Types: Full-time
    Pay: $ $26.00 per hour
    Experience: 1 year (Preferred)
    Expected hours: 40 per week
    Work Location: Hybrid
    Schedule:
    • Monday to Friday
    Benefits:
    • 401(k) matching
    • Dental insurance
    • Health insurance
    • Life insurance
    • Paid time off (PTO)
    Package Details
    • 401(k) matching
    • Dental insurance
    • Health insurance
    • Life insurance
    • Paid time off (PTO)
  • Work in company

    Administrative Assistant

    Only for registered members

    Thrive Wellness & Aesthetics is seeking an Administrative Assistant to provide direct support to the Medical Director in a structured medical environment. · ...

    Chicago, IL

    1 month ago

  • Work in company

    Administrative Assistant

    Only for registered members

    The Administrative · Assistant supports the Executive staff of ProSight including · the Managing Director of Membership Services and the Managing Director of Advanced Risk by handling a variety of responsibilities including administrative duties, council and committee project ma ...

    Chicago, IL

    1 week ago

  • Work in company

    Administrative Assistant

    Only for registered members

    Seeking a reliable Administrative Assistant to support daily office operations in a professional environment. · ...

    Chicago, IL

    1 month ago

  • Work in company

    Administrative Assistant

    Only for registered members

    Administrative assistant needs experience using MS word and Excel. · ...

    Chicago, Illinois, United States

    1 week ago

  • Work in company

    Administrative Assistant

    Only for registered members

    We are committed to building and maintaining a workplace environment that is collaborative and supports all employees as we effectively carry out the agencys mission. · This includes ensuring inclusion and equity throughout the agency, while embracing the individual differences o ...

    Chicago, Illinois, United States

    1 week ago

  • Work in company

    Administrative Assistant

    Only for registered members

    Join our high-energy team in the heart of the Chicago Loop as an Administrative Assistant and play a key role in creating a positive office experience. · Keep our office running smoothly—manage supplies, coordinate lunch meetings, and keep shared spaces welcoming. · Support team ...

    Chicago, IL

    1 month ago

  • Work in company

    Administrative Assistant

    Only for registered members

    We are seeking an organized and detail-oriented Administrative Assistant to support the daily operations of our engineering firm. · Manage day-to-day office activities to ensure smooth operation and workflow. · Coordinate office supplies and inventory management... · ...

    Chicago, Illinois, United States

    5 days ago

  • Work in company Remote job

    Administrative Assistant

    Only for registered members

    This is a full-time on-site role for an Administrative Assistant, based in joliet, IL. The Administrative Assistant will handle tasks such as pre-authorization and medical claim processing. ...

    Chicago, IL

    1 week ago

  • Work in company

    Administrative Assistant

    Only for registered members

    We are seeking a highly organized detail oriented Administrative Assistant to provide support to VPS, Analysts and Associates within our Investment Banking division. · Provide admin support, including travel arrangements · Prepare and process expense reports in compliance with ou ...

    Chicago, IL

    1 month ago

  • Work in company

    Administrative Assistant

    Only for registered members

    +This is a full-time, on-site Administrative Assistant role located in the Greater Chicago Area. · ...

    Greater Chicago Area

    3 weeks ago

  • Work in company

    Administrative Assistant

    Medline Industries - Transportation & Operations

    +Medline has an immediate opening for an Administrative Assistant. · This position will be based out of our Merchandise Mart office in downtown Chicago, IL and will be a hybrid role with three days per week in the office.+Collect, compile and analyze data and information. · Perfo ...

    Chicago

    1 week ago

  • Work in company

    Administrative Assistant

    Only for registered members

    A self-starter is needed to assist a small law firm with various tasks. · Self starter · Multitask in a fast paced environment · ...

    Greater Chicago Area

    2 weeks ago

  • Work in company

    Administrative Assistant

    Only for registered members

    Do you want a career that impacts the community? Do you have a desire to work somewhere that changes children's lives? · The Administrative Assistant provides administrative and program support to local center and program management staff. · Medical, Dental, Vision, Life, Disabil ...

    Chicago, IL

    1 week ago

  • Work in company Remote job

    Administrative Assistant

    Only for registered members

    We are looking for an enthusiastic Administrative Assistant to join our team remotely. · ...

    Chicago Full time

    1 week ago

  • Work in company

    Administrative Assistant

    Only for registered members

    We are seeking a highly organized detail oriented Administrative Assistant to provide support to VPS Analysts and Associates within our Investment Banking division. · Provide admin support including travel arrangements · Prepare and process expense reports in compliance with our ...

    Chicago, IL

    1 month ago

  • Work in company

    Administrative Assistant

    Only for registered members

    H2>Job summary · We're looking for a reliable detail-oriented Administrative Assistant to support our administrative team with day-to-day tasks. · H2>Qualifications · Strong organizational skills with ability to manage multiple tasks at onceHigh attention to detail and accuracyCo ...

    Chicago, IL

    1 month ago

  • Work in company

    Administrative Assistant

    Only for registered members

    We're looking for a reliable, detail-oriented Administrative Assistant to support our administrative team with day-to-day tasks that keep things running smoothly. · Provide day-to-day administrative support to the administrative team · Help manage and update internal administrati ...

    Chicago

    1 month ago

  • Work in company

    Administrative Assistant

    Only for registered members

    Adams Street Partners is a global private markets investment manager seeking a highly organized and proactive Receptionist and Office Administrator to support the Chicago office. · Prior experience in an administrative, office management, or receptionist role preferably in a prof ...

    Chicago, IL

    6 days ago

  • Work in company

    Assistant Administrator

    Only for registered members

    Job summary · We are currently seeking a motivated and detail-oriented Assistant Administrator to join our leadership team and help drive operational excellence and resident satisfaction. · Collaborate with the Administrator to lead, manage, and improve all aspects of facility op ...

    Chicago, IL · Healthcare

    1 week ago

  • Work in company

    Administrative Assistant

    Only for registered members

    We are looking for a Marketing & Administrative Assistant to support our real estate business and media brands. This hybrid role is ideal for an entry-level professional interested in marketing, real estate, and customer service. · Assist in managing social media platforms (Insta ...

    Chicago, IL

    6 days ago

  • Work in company

    Administrative Assistant

    Only for registered members

    The Administrative Assistant supports the Executive staff of ProSight including the Managing Director of Membership Services and the Managing Director of Advanced Risk by handling a variety of responsibilities including administrative duties, council and committee project managem ...

    Chicago, IL

    1 week ago

Jobs
>
Administrative assistant
>
Jobs for Administrative assistant in Chicago