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Administrative Assistant

$21 - $26 per hour

Orvix Engineering

Administrative Assistant

Chicago, Illinois, United States

$ 21.00 - 26.00 (US Dollar)

The role is strictly for candidates within the United States only.

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: $21.00 - $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)
Orvix Engineering
Vacancy posted 3 days ago
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