Office Administrator

Description

• Assist with the production and assembly of collateral materials
• Assist with special events, including room/F&B set-up, distribution of materials, and clean-up
• Responsible for the oversight of employee time sheets
• Track and register employees for local industry events
• Coordinate with office staff and Corporate Finance on the setup of new projects in Deltek and Dropbox
• Responsible for ordering lunches for the office
• Coordinate & consolidate staffing projections from project teams for monthly staffing meetings
• Collect, organize, and distribute quarterly Project Sheet Updates
• Add new contacts to the marketing contacts database; distribute v-cards as needed
• Manage employee exit process
• Responsible for the preparation/review/approval of employee expense reports and A/P invoices
• Maintain and update general Outlook contacts for Chicago
• Responsible for maintaining the stock of office supplies and snacks
• Scheduling candidate interviews
• Coordinate overnight shipping and messenger deliveries
• Assist staff in preparing expense reports
• Distribute quarterly PTO reports to appropriate employees
• Assist with annual holiday mailing program, including database updates, gift tracking, and special handling as needed
• Inventory on-hand collateral supplies; reorder as needed
• Coordinate & consolidate revenue projections for quarterly business meeting distribution
• Assist with onboarding employees at the office location
• Coordinate and produce monthly staff meeting materials
• Coordinate company meetings and social events, yearly gatherings – summer outing, holiday dinner, any client special events

Requirements

• Ability to navigate employees to the appropriate HR Employee Self-Service Systems
• Self-starter capable of initiating routine tasks without prompting
• Proficient and accurate typing skills
• Effective problem solver who displays good judgment and is flexible and reliable
• Excellent communication skills, oral and written, with emphasis on writing and proofreading
• Attentive listener who follows directions accurately and is detail-oriented
• Ability to manage time effectively and multitask under tight deadlines
• 4+ years of office support work experience in a professional services organization, preferably in Architecture, Engineering, Construction, Real Estate Investment, or Development firms
• Strong organizational and technical skills with proficiency in all Microsoft Office Suite applications, with emphasis on Word, Excel, PowerPoint, and Project is a plus
• Experience working in a CRM system, Deltek, is a plus

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance