Administrative Coordinator

Position: Administrative Coordinator

Location: Schaumburg, IL

Years of Experience: 3+ Years

About RTM:

RTM Engineering Consultants is an MEP, Civil and Structural engineering firm that goes beyond the conventional consulting role. We forge deep partnerships with our clients by aligning with the goals, processes and people at each organization. By integrating our expertise, we offer a comprehensive suite of national resources combined with localized relationships, delivering exceptional value to our clients.

At RTM Engineering Consultants, we prioritize the well-being and growth of our team members. Our commitment to professional development is evident through hands-on mentoring, opportunities for advancement, and access to RTM University. With integrated multi-disciplinary studios, you'll collaborate with experts of all levels and various disciplines. We continuously foster a positive team culture through outings that strengthen the bonds of our teams and at RTM, giving and taking are fundamental values. We believe in giving our best, contributing to others, and embracing diversity and equality for progress. Join our dynamic and inclusive team where your well-being, growth, and contributions are valued.


Our Team:

At RTM, we hold a profound appreciation for our workforce. We firmly believe that YOU, our team members, are our most valuable asset and are instrumental in defining our organization. Our dedication lies in delivering experiences that foster your growth and success, whether you are just embarking on your career path or have attained seasoned expertise. Guided by our CORE values of Collaborative Communication, Overall Unity, Respect and Trust, and Excellence in Engineering, we forge a unified team that consistently pursues professional achievement in all endeavors we undertake.


RTM is proud to offer a comprehensive benefits package designed to promote employee health, wellness, and financial security. Our offerings include medical, dental, and vision plans, employee assistance program, disability coverage, life insurance, 401(k) and profit sharing, flexible work schedule, paid time off and training and development courses.

Benefits of Joining RTM:

• Responsible Time Off (RTO) & Paid Holidays
• Flexible Scheduling
• 401K with Matching
• Health, Dental, Vision, & Life Insurance
• Hands-on Mentoring & Learning
• Professional Advancement Opportunities
• Integrated Multi-disciplinary Studios.

Role Overview:

The ideal candidate will be tenacious, possess excellent follow-up skills, and be willing to go above and beyond to be successful. This role requires effective multi-tasking while providing excellent customer service and building solid working relationships with the internal team and candidates.

Administrative support to the Human Resources and Recruiting Department. Provide day-to-day support to hiring managers, internal team, recruiters and potential candidates. Continuous improvement of campus recruiting processes and procedures while acting as liaison between engineering schools, student organizations, career services, and internal team.

Key Responsibilities:

• Manages candidate workflow within the ATS by reviewing applications, identifying qualified candidates, and coordinating first-round interview scheduling.
• Manages job postings on the company career site, ensuring roles are accurately updated and published as changes occur
• Manages employee referral submissions, tracking candidate uploads and conducting initial screening of referred applicants
• Prepare, coordinate, and manage campus recruiting efforts including recruiting presentations, career fairs and recruiting events within the organization accurately and completely in a timely manner
• Schedule and confirm interviews and appointments for team, candidates, or Managers, accurately and timely
• Accurately and timely respond to internal and external communications
• Arrange appointments and interviews with potential candidates requiring extensive phone time
• Pre-screen and interview scheduling for Recruiters or Client Hiring Managers
• Work with management, internal team and Recruiters on hiring needs and how to define culture and skill set fit with RTM
• Able to initiate and follow through on assignments
• Candidate and internal team follow-ups
• Organize, plan, and manage career fair recruiting meetings as needed
• Effectively manage campus recruiting matters independently
• Handle confidential employee information with appropriate discretion and make job offers to candidates as required
• Create, maintain, and enter recruiting information into applicant tracking system (ATS), college recruiting platforms, and databases accurately and completely
• Utilize LinkedIn, Indeed, College Recruiting Platforms, Alumni and Engineering sites
• Provide support with company social media accounts and career fair recruiting campaigns
• File and maintain filing system for resumes, applications and miscellaneous paperwork.
• Coordinate team and candidate travel as needed
• Prepare special reports, compose letters and routine correspondence and research information as required, accurately and completely in a timely manner
• Work closely with marketing to maintain company branding, website, social media accounts, recruiting campaigns, and marketing materials for career fairs and events
• Ability to create and maintain relationships with leadership and hiring managers across the organization at all levels
• Assist the Human Resources team with a variety of tasks including but not limited to, onboarding, updating job descriptions, and new hire paperwork as needed
• Actively engages with other members of the company to continuously strive to improve processes, create efficiencies and reduce costs
• Cooperatively takes on other duties, roles or responsibilities as assigned
• Follows established work rules, policies, and procedures

Preferred Qualifications:

• At least 3 years of administrative experience required.
• Prior related office experience preferred.

Preferred Skills

• Team oriented, professional, self-starter, with positive attitude and multi-tasking capability
• Highly organized with an ability to multi-task and work under minimal supervision
• Strong Calendar Management Skills
• Able to work independently
• Excellent Communication skills with follow up

Estimated Starting Salary Range: $52,000.00 to $65,000.00


Equal Employment Opportunity:

It is the policy of RTM Engineering Consultants to practice a program of equal employment opportunity, and advancement opportunities are made available to all employees on the basis of individual qualifications without regard to race, religion, color, national origin, disability, age or gender.

Must be authorized to work in the United States.

RTM does not currently accept unsolicited resumes through or from search firms or recruiters.