Administrative Assistant

SUMMARY OF POSITION

This role provides administrative, documentation, and coordination support for project planning, permitting, contract administration, compliance, and remediation projects. The ideal candidate is highly organized, proactive, and comfortable working in a technical, regulatory-focused environment.

You will assist engineers and project managers by coordinating project documentation, schedules, communications, bid and contract processes, regulatory reporting and project records. This position plays a key role in supporting projects from planning through closeout while ensuring accuracy, compliance, and timely project delivery.

MINIMUM QUALIFICATIONS

• 3+ years of administrative experience, preferably in consulting, engineering, or professional services.
• Proficiency with internet navigation and standard office software (Word, Excel, Access, Outlook, etc.).
• Strong organizational skills, attention to detail, and document management abilities.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Team player with a positive attitude.
• Dedicated to adhering to established administrative processes for efficiently and clarity
• Valid driver's license.

ESSENTIAL FUNCTIONS OF THE JOB

1. Provide administrative and project coordination support to project managers and engineers.
2. Prepare, edit, advertise, and distribute bid documents and addenda, including posting projects online and in newspapers and communicating updates to contractors, suppliers, city officials, and engineers.
3. Draft and coordinate pre-bid and pre-construction meeting agendas, sign-in sheets, and related documentation.
4. Prepare bid tabulations, coordinate bid lettings with officials, post results online, and maintain bid records and project files.
5. Monitor contract status, maintain detailed progress records, prepare contracts for review and signature, and distribute finalized contracts to appropriate parties.
6. Conduct deed research and courthouse record retrieval, which may include commuting long distances.
7. Maintain and update contractor and supplier databases, project files, and document control systems in compliance with company and regulatory requirements.
8. Research and process survey requests, prepare legal descriptions, coordinate with surveyors, and complete survey closeout procedures.
9. Prepare and submit regulatory reports and documentation, weekly reports, EEO reports, Traffic Control Reports, IEPA correspondence, and Engineers Summaries.
10. Process project loan disbursements and maintain related documentation.
11. Draft and submit proposals, Engineering Service Agreements, and grant-related contract documents for programs including Community Development Block Grants, Unsewered Communities Grants, IEPA programs, IDOT MFTs, and HUD Capital Grants.
12. Coordinate with project managers to identify upcoming project needs, schedules, and timelines.
13. Prepare and submit Statements of Interest through IDOT's prequalification and agreement system.
14. Perform other duties as assigned to support department objectives and business needs.

KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS (KSAPs)

1. Demonstrated interpersonal skills necessary to deal tactfully and effectively with persons at all levels in order to develop and maintain productive relationships both inside and outside the organization.
2. Knowledge of workplace facilities, equipment and access requirements.
3. Ability to work independently and technically astute.
4. High degree of problem solving.
5. Excellent written and verbal communication skills.
6. Ability to multitask while maintaining attention to detail.
7. Demonstrated organizational and time management skills.
8. Anticipate project needs and identify potential issues.
9. Adapt quickly to changing priorities and project timelines.
10. Discreet and professional when handling sensitive information.