Part Time Administrative Assistant

Peralte-Clark,LLC • Arlington Heights, IL

1d

About The Position

Administrative Assistant : We are seeking a dedicated Administrative Assistant to join our dynamic civil engineering consulting firm. As an Administrative Assistant, you will play a pivotal role in supporting our team by ensuring efficient administrative processes and contributing to the successful delivery of projects. This position will include travel to Illinois Department of Transportation offices in Schaumburg, IL. This position will be part-time at 24 hours per week with the potential to grow. Part-time benefits include 4 hours of holiday pay for any holiday that occurs on a scheduled day of work as well as self-managed PTO on an adjusted KPI scale. Email us if you have any questions! Your responsibilities will include: Processing consultant invoices, including ensuring appropriate documentation, coordinating with consultants submitting invoices, and creating complex spreadsheets and databases to manage invoices in accordance with our client's requirements. Project control duties, including keeping track of schedules, costs, and review processes. Provide administrative support to the team, including managing calendars, scheduling meetings, preparing project meeting minutes; and coordinating travel arrangements for project-related activities. Assist with data entry of accounts receivable and accounts payables. Assist in the preparation, editing, and formatting of technical documents, proposals, and presentations, ensuring alignment with company and industry standards and client requirements. Maintain organized electronic and physical filing systems for project documentation, correspondence, and client information, facilitating easy retrieval and access for the consulting team. Facilitate communication between internal departments and external stakeholders, including clients, regulatory agencies, and project partners, to ensure seamless project coordination and collaboration. Manage incoming inquiries, emails, and phone calls, directing messages to the appropriate team members and providing timely responses to client requests and inquiries. Coordinate logistics for client meetings, workshops, and site visits, including venue booking, catering arrangements, and preparation of meeting materials to support project delivery. Uphold confidentiality and compliance with company policies and industry regulations regarding the handling of sensitive information and project documentation. Support the consulting team with ad-hoc administrative tasks and special projects as assigned by management, demonstrating flexibility and willingness to contribute to team success.

Requirements

• High school diploma or equivalent required, associate or bachelor's degree in business administration, engineering, or related field is preferred.
• Applies acquired job skills and company policies and procedures to complete assigned tasks.
• Strong organizational skills and excellent written and verbal communication skills are necessary.
• Expertise in Microsoft products including Excel, Word, and PowerPoint is required.
• Typically requires a minimum of 1 - 2 years of related experience.
• Knowledge of basic accounting principals and experience with budget tracking and financial reporting is preferred.

Nice To Haves

• Experience in BlueBeam and/or Adobe Pro is desired.

Responsibilities

• Processing consultant invoices, including ensuring appropriate documentation, coordinating with consultants submitting invoices, and creating complex spreadsheets and databases to manage invoices in accordance with our client's requirements.
• Project control duties, including keeping track of schedules, costs, and review processes.
• Provide administrative support to the team, including managing calendars, scheduling meetings, preparing project meeting minutes; and coordinating travel arrangements for project-related activities.
• Assist with data entry of accounts receivable and accounts payables.
• Assist in the preparation, editing, and formatting of technical documents, proposals, and presentations, ensuring alignment with company and industry standards and client requirements.
• Maintain organized electronic and physical filing systems for project documentation, correspondence, and client information, facilitating easy retrieval and access for the consulting team.
• Facilitate communication between internal departments and external stakeholders, including clients, regulatory agencies, and project partners, to ensure seamless project coordination and collaboration.
• Manage incoming inquiries, emails, and phone calls, directing messages to the appropriate team members and providing timely responses to client requests and inquiries.
• Coordinate logistics for client meetings, workshops, and site visits, including venue booking, catering arrangements, and preparation of meeting materials to support project delivery.
• Uphold confidentiality and compliance with company policies and industry regulations regarding the handling of sensitive information and project documentation.
• Support the consulting team with ad-hoc administrative tasks and special projects as assigned by management, demonstrating flexibility and willingness to contribute to team success.

Benefits

• Part-time benefits include 4 hours of holiday pay for any holiday that occurs on a scheduled day of work as well as self-managed PTO on an adjusted KPI scale.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED