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Company

Original Job Post

HR Green, Inc. · 3 days ago

Administrative Assistant II

Aurora, IL

Full-time

Onsite

Mid Level

4+ years exp

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Civil Engineering

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Responsibilities

Supports pursuit team by proofreading, production, and packaging proposals for shipment or delivery.

Assist with the preparation of design proposals, specification documents, and reports.

Support bidding phase - Print and distribute plan sets, plan holders list, addendums, and bid tab results.

Create project folders, may oversee process and routing of shop drawings, submittals, plan checks, or permits, verify certified payrolls, compile, and track instructions to Contractors & Request for Information documents

Close-out - Assist with as-built drawings, sub/supplier lists, close-out binders, and other client-specific requirements.

Maintain departmental files and prepare documents for archive storage.

Works cooperatively with other administrative staff and site leader to ensure site/department administrative needs are met efficiently. Performs administrative duties requiring considerable judgment, initiative, and knowledge of organization supported.

Assists in providing coverage for reception and copy room areas.

May be required to maintain calendars, schedule appointments, prepare meeting materials and arrange departmental meetings/conferences.

Interfaces with personnel of substantial importance within and outside the company concerning matters requiring explanation, discussion, and obtaining approvals.

Composes letters and memorandums for signature requiring an excellent working knowledge of company functions.

Edits documents to ensure composition and contextual accuracy; proofreads typed data ensuring proper spelling, punctuation, and grammar usage.

Prepares materials and agendas for management and/or departmental meetings.

May track and maintain site budgets and assist site leader in determining budget requirements.

Organizing and prioritizing multiple projects and tasks simultaneously with minimal supervision.

Other duties as assigned.

Qualification

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Microsoft Office 365WordExcelPowerPointOutlookReport writingCommunicationProblem-solvingZoomVantagePointOne NoteBluebeamAdobe PDFQuick Learner

Required

High School diploma or equivalent with four to eight years of prior administrative experience is required.

Advanced knowledge of Microsoft Office 365 programs (i.e., Word, Excel, PowerPoint, and Outlook).

Advanced Word and PowerPoint skills to include the ability to easily create, design, and format documents that look professional and error-free.

Advanced Excel skills to include the ability to produce graphs and tables, use spreadsheets efficiently, and perform calculations to process data.

Advanced Outlook skills to include the ability to confidently use email, contacts, and calendars while scheduling virtual meetings, appointments, and managing workflow.

Ability to write reports and correspondence. Must be able to communicate effectively, both orally and in writing, with employees, vendors, and managers.

Ability to solve practical problems and deal with a variety of concrete variables with limited daily interaction with manager.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Preferred

Associates Degree preferred.

Quick to pick up on new technology and willing to learn programs specific to our company such as Zoom, VantagePoint, One Note, Bluebeam, and Adobe PDF.