Administrative Support Specialist

3 weeks ago

Aurora, Illinois, United States HR Green Full time
Job Summary

HR Green is seeking an experienced Administrative Support Specialist to provide high-level administrative support to key personnel. The ideal candidate will have a strong understanding of internal and external organizational dynamics and be able to handle confidential and proprietary information with discretion.

Key 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
  • 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.
  • Assists with 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.

Requirements:

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

Working Conditions:

Work is performed in the office with occasional trips to a client's site, post office, bank, or other locations as needed. While performing the duties of this job, the employee is required to sit for prolonged period of time, stand, walk, talk, hear, and reach with hands or arms. Hand eye coordination is necessary to operate computers and other office equipment. The employee is also required to kneel, crouch, bend, and lift/move up to 30 pounds. The employee must be capable of driving/operating a motor vehicle for company business and maintain a valid driver's license in the state of residence. The physical demands listed here are representatives of those that must be met by an employee to successfully perform the essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits:

  • HR Green provides a comprehensive and multi-faceted benefits package. Visit our website for detailed total rewards information.

https://www.hrgreen.com/careers/benefits/

HR Green is proud to be an affirmative action/ equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or other classification protected by applicable federal, state or local law.

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