Administrative Assistant

BHMG Engineers•Collinsville, IL

1d•$50,000 - $70,000•Onsite

About The Position

BHMG is seeking an Administrative Assistant to work out of their Collinsville, Illinois office location. This role provides advanced administrative and operational support to ensure the office functions efficiently and professionally. The Administrative Assistant independently manages complex tasks, supports leaders with elevated administrative needs, and contributes to continuous improvement of office processes, coordination, and overall effectiveness. The Administrative Assistant shares responsibility with the department for producing work consistent with our mission and quality-first culture. This role supports departmental goals, maintains high-quality standards, promotes teamwork, and responds effectively to internal and external client needs.

Requirements

Associate’s degree in Business Administration, Communications, or related field.
Two or more years of administrative support experience, with demonstrated progression in responsibility and complexity.
Experience coordinating vendors, service providers, facilities needs, and office supply management.
Skilled in daily office administration, including scheduling, document preparation, phone/email management, and visitor support.
Strong organizational abilities with proven capacity to multitask and manage competing priorities accurately.
Proficient in Microsoft Office Suite (Outlook, Excel, Work, PowerPoint, Teams) and basic data-entry tools.
Excellent interpersonal, written, and verbal communication skills with a professional, service-oriented approach.

Nice To Haves

Familiarity with CRM platforms (e.g., Salesforce, HubSpot, Dynamics, or similar) preferred.

Responsibilities

Support daily office operations, including answering phones, responding to emails, and greeting visitors.
Provide general administrative support such as data entry, document preparation, scheduling meetings and appointments, maintaining room calendars, and coordinating travel arrangements.
Order and maintain office supplies for conference rooms, the café, mailing areas, and copy rooms.
Own the fleet vehicle process, including scheduling and tracking maintenance, monitoring usage and logs, managing inspections and documentation, coordinating repairs or detailing, and ensuring vehicles remain compliant, safe, and ready to use.
Serve as the primary escalation point for office operations, resolving facilities, equipment, and vendor issues using proactive problem solving.
Assist with coordination of company meetings, trainings, and events from initiation through completion, including logistics, materials, technology setup, and catering.
Prepare professional reports, presentations, spreadsheets, and correspondence with minimal direction, ensuring accuracy and quality.
Lead administrative projects such as office moves, workstation setups, equipment upgrades, and vendor transitions by managing communication, timelines, and deliverables.
UPS and Shipping Management – Handle all outgoing and incoming UPS and package shipments, coordinate pickups, manage shipping supplies, and troubleshoot any delivery issues.
Other duties as assigned.