Administrative Assistant

Forensic Analytical Consulting Services•Downers Grove, IL

1d•Onsite

About The Position

The Part-Time Administrative Assistant helps keep the office organized, responsive, and running smoothly. This role provides broad administrative, office-operations, and project-support coordination. Working Monday through Friday from 10:00 a.m. to 2:00 p.m., you will support daily office operations, client and project intake, scheduling, supply and equipment coordination, records management, employee onboarding, and a variety of administrative requests. The ideal candidate is organized, dependable, service-oriented, comfortable managing multiple priorities, and trusted to handle confidential information with care.

Requirements

Two to three years of relevant administrative, office coordination, customer service, or project-support experience.
Excellent written, verbal, and interpersonal communication skills.
Strong organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.
Proficiency with Microsoft Office or Google Workspace and comfort using calendars, spreadsheets, shared digital files, and office systems.
Ability to interact professionally with clients, vendors, and employees at all levels.
Ability to work independently, take initiative, and handle confidential information with discretion.
Ability to lift, carry, and move items weighing up to 30 pounds.
Ability to sit for extended periods and use a computer to complete documentation, reporting, and administrative tasks.
Valid driver’s license, reliable transportation, and current auto insurance.

Nice To Haves

Experience in a project-based or professional-services environment is preferred.

Responsibilities

Plan and coordinate office celebrations, employee-recognition activities, birthdays, holidays, milestones, BBQs, and other team events.
Answer, route, and document incoming phone calls and emails; provide scheduled coverage for shared call queues.
Support the daily operation of the office by maintaining organized, clean, and well-stocked workspaces, storage areas, and common areas.
Order and track office and field supplies, equipment, and materials; coordinate printer, copier, and other office-equipment repairs or service requests.
Receive, sort, distribute, and ship mail, packages, and documents using USPS, FedEx, UPS, and other carriers.
Create and maintain client accounts; verify contact, billing, and project information for accuracy.
Review project intake forms, schedule new projects, update project calendars, and communicate scheduling details to relevant staff.
Prepare, distribute, and track purchase orders; maintain organized digital project files, correspondence, and related documentation.
Assist with administrative processing for subpoenas, depositions, records requests, and litigation-related file close-outs, following established procedures.
Coordinate supply pickup and delivery with laboratory and field-service partners.
Maintain records for employee certifications, required training, medical evaluations, and other compliance-related documentation.
Support new-hire onboarding by preparing materials, coordinating administrative setup, and providing basic office and task training.
Arrange employee travel and hotel accommodations; collect, track, and submit expense reports on a weekly basis.
Partner with the Finance team to support customer-service calls, email follow-up, and administrative requests.
Assist with staff presentations, training sessions, and courses by preparing copies, packets, supplies, and meeting-room setups.
Provide general administrative support to the Local Director and coordinate routine office technology needs with IT.
Maintain confidentiality when handling client, employee, financial, project, and legal information.
Perform other related administrative and office-support duties as assigned