Office Administrator Jobs in Matteson, IL

Full Time Chicago (Loop) Hybrid (Tues/Thrs in office) $74,757-80,000 base This position provides administrative support to the APA and AICP Presidents, as well as to members of the executive leadership team, including the CEO and COO. It requires exceptional organizational, communication, and problem-solving skills, as well as the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will serve as a trusted partner, ensuring the efficient operation of the executive office while maintaining a high level of professionalism and discretion. Critical Outcomes Maintain an organized schedule, logistics, and travel arrangements for the APA/AICP Presidents, CEO, and COO, ensuring their time is maximized and priorities are met. Coordinate cross-departmental projects, special initiatives, and events to support the strategic goals of the Executive Leadership Team. Provide timely and professional handling of communications, correspondence, and administrative processes to ensure smooth executive office operations. Core Responsibilities Executive Support: Act as the primary point of contact for the APA/AICP Presidents, CEO, and COO, managing communications, correspondence and scheduling. Provide personalized support to the APA/AICP Presidents, ensuring their APA calendar, meetings, and travel are well-organized and aligned with priorities. Coordinate logistics for meetings and appointments, including securing venues, preparing materials, and confirming attendees. Manage travel arrangements for the APA/AICP Presidents, CEO, and COO, including flights, accommodations, ground transportation, and detailed itineraries. Prepare agendas, reports, presentations, and other materials for internal and external meetings as needed. Track and follow up on action items to ensure timely execution of priorities. Submit and approve CEO timesheets. Operational Support: Coordinate cross-departmental projects and initiatives to align with executive priorities. Assist in planning and executing special events or initiatives led by the APA/AICP Presidents, CEO, or COO. Monitor and manage confidential files, documents, and records, ensuring proper organization and compliance with policies. Maintain inventory and manage procurement of office supplies. Coordinate facility maintenance and repairs with office lessor. Process incoming and outgoing mail. Provide building registration and access assistance to office visitors. Collaborate with accounting team to maintain a system to review and and approve invoices promptly Administrative Tasks: Screen and direct incoming calls, messages, and inquiries with professionalism and discretion. Process and track expense reports, ensuring timely reimbursement for executives. Draft and proofread correspondence, reports, and other communications on behalf of the executives. Proactively identify opportunities to improve administrative processes and implement solutions. Core Requirements Minimum of 5 years of experience providing executive-level administrative support, preferably in a nonprofit or professional membership association. Exceptional organizational skills with a high level of attention to detail. Strong written and verbal communication skills. Ability to handle sensitive information with discretion and maintain confidentiality. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools. Proven ability to manage competing priorities and meet deadlines. Professional demeanor with excellent interpersonal skills to interact effectively with stakeholders, members, and staff. Familiarity with membership databases or association management software (AMS) preferred. Experience managing logistics for executive-level meetings and travel preferred. Direct Reports None Our organization is committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our impact will be. Benefits Offered: Physical wellness : Health, dental, vision, voluntary life and disability programs, and discounted access to gym memberships Mental wellness : Paid time off, dynamic work environment, and EAP Financial wellness : Bonus incentives, retirement account, and access to financial planning tools

(On-site in The Loop) Our client, a mission-based organization working with non-profits, is seeking a talented and ambitious administrative professional to join their team. The organization boasts generous compensation, strong benefits, casual environment, an excellent team culture, and proven history of promoting from within. This person will manage the office, welcome visitors, order supplies, liaise with the building for security and facilities needs, manage vendor requests, plan events, and order catering. The right person for this role will have strong organizational and communication skills, a desire to learn/grow, and be civics-minded with a passion for the company's mission. What you need to get the job done Bachelor's degree required 1-3 years' of professional experience administrative Attention to detail and strong communication skills Interest in public policy reform Eagerness to learn and a customer-service mindset ***************************** Compensation Range: $60k-$65k DOE Benefits Overview: Insurance: Health, Dental, Vision, Life, STD & LTD Retirement savings account Flexible Spending Account (FSA)

Dunn Solutions Group is a digital transformation consultancy focusing on E-Commerce, Analytics, and Marketing Automation. We are looking for an enthusiastic and motivated Office Coordinator to: Provide support for our office including, but not limited to, HR compliance, data entry, filing, records management, and assisting with general office projects. Provide direct administrative supports as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing, and shipping packages, and updating contact database and employee list. Coordinate with our Network and Systems Engineer on all office equipment. Manage organization charts and employee directory for the company. Assist our recruiters/sales professionals with administrative projects as they arise. Work with our Controller to drive daily operations of accounting while receiving, entering, and paying bills through QuickBooks. Ensure all employee records are accurate and up to date. Supervise and coordinate overall administrative and office activities (holiday parties, summer parties, and team building events.) Coordinate appointments/meetings and manage staff calendars and schedules. Assist in the onboarding process for new hires. Responsible for general office readiness tasks including inventory/resupply of general office areas. Filing and sorting incoming mail Act as an official point of contact for administrative needs Other duties as assigned or directed by management. Skills and Qualifications: 2-3 years of Office Management or Executive Assistant experience Highly organized with strong attention to detail Excellent written and verbal skills Resourceful and able to execute tasks with minimal supervision Ability to multitask and handle competing priorities Displays good judgment and confidentiality when working with sensitive material Proficient in Microsoft Excel, Word, PowerPoint, and Outlook Associates degree

Our client, a forward-thinking global law firm with aa new Chicago office is seeking an experienced Office Administrator to oversee day-to-day operations at our Chicago office, ensuring a seamless and efficient environment for attorneys and staff. Responsibilities: Supervise, train, and mentor administrative and legal support staff. Manage office services, including mail, reception, conference rooms, and facilities. Oversee office maintenance, security, and liaise with building management. Lead health, safety, and crisis management initiatives. Implement policies, strategic goals, and coordinate office events. Build relationships with leadership to meet business goals and drive operational excellence. Monitor budgets, vendor contracts, and office expenses. Manage community outreach and charitable initiatives. Contribute to national operational improvements and ad hoc initiatives. Qualifications: 10+ years of administrative experience, with 5+ years in a supervisory role (professional services experience required, law firm experience preferred). Strong communication, problem-solving, and organizational skills. Proactive, solution-oriented, with the ability to manage multiple priorities. Experience with budget management, vendor coordination, and staff development. Ability to respond effectively to high-pressure situations and sensitive matters. Ability to work onsite 5 days a week Benefits: Our client is committed to providing employees with a comprehensive and competitive benefits package that supports you, your health, and your family. Benefit package includes but is not limited to access to medical plans, dental, vision, life, and disability insurance and 401k eligibility. Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply. California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act. If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: ***************************************** Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records. Company Profile: Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting ************* Benefits Information: Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings. We look forward to working with you. Beacon Hill. Employing the Future (TM)

Are you looking to further your career in Office Administration and Accounting? Nimlok Chicago is currently seeking a motivated, self-starting professional to fill the Office Administrator position. The Office Administrator will perform a variety of Administrative and Accounting tasks to support the Finance and Account Management departments. The ideal candidate will be highly organized, detail-oriented, possess excellent communication skills, and be able to work independently. Responsibilities Monitor incoming digital and paper Accounts Payable bills and communications, and record, save and verify bills against PO's. Maintain up-to-date vendor records. American Express: Approve transactions entered by cardholders. Review for accuracy, completeness, and proper coding to correct accounts. Enter weekly expense reports with corresponding receipts related to tradeshow project activities Work on delegated reconciliations and responsibilities given by the Bookkeeper Assist Production staff with data entry Greet visitors with a kind, positive attitude and notify staff of their arrival Ensure a clean and organized workplace, prepare office for client visits Answer, forward, and screen incoming calls to the main office line Qualify, record, and distribute leads to the Sales team Sort and distribute mail Monitor usage and order office supplies, including kitchen, bathroom, cleaning, and IT supplies Assist in onboarding new hires, including setting up IT services and workstation, desk, phone, and coordinating training schedule Main contact with phone company Main contact with outsourced IT firm Water plants Requirements High school diploma or equivalent required; associate or bachelor's degree in business or related field preferred 3+ years prior experience as a receptionist or in a related field Strong organizational skills with the ability to prioritize tasks effectively Excellent verbal and written communication skills Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) Experience using accounting/ERP software Ability to work independently with minimal supervision Teachable and able to learn new skills and processes with appropriate training Precise data entry

The Office Administrator provides comprehensive administrative functions in a professional and courteous manner within a staffing firm. Individual will support the Human Resources Recruiting team on varied administrative functions, projects and initiatives. Key Responsibilities Provide comprehensive administrative support Responsible for the visitor management process. Answer and direct incoming phone calls for the group. Provide efficient and courteous response to all callers; anticipate calls requiring special handling and work with others to determine the appropriate protocol. Coordinate office supply and kitchen supply orders and deliveries; maintain the primary supply room and employee/visitor kitchens. Provide bookkeeping duties within QuickBooks, invoicing and receipt of payments Submit candidates into various HR platforms Proofread resumes Work with insurance carriers on workman's compensation reporting. Liaison with the Office of the Building on facility related matters and utilize the building work order system to report general maintenance needs. Human Resources Support: Manage data entry and audit of ATS Review of resumes from perspective candidates Tracking and scheduling candidates, preparing employee communications, Prepare expense reports Technical Skills MS Office Suite Bullhorn ATS experience a plus Quick Books a plus

The Office Administrator is the face and heartbeat of this financial services office, overseeing the day-to-day operations. This dynamic role combines administrative and general office responsibilities, requiring a professional who thrives on keeping things running smoothly. We're looking for someone who shines while delivering exceptional customer service, always leaving a positive impression on clients, visitors, and team members. Organizational skills, dependability, and punctuality are necessary, as you'll juggle priorities and tackle tasks in a fast-paced, ever-evolving environment. If you enjoy staying two steps ahead, turning chaos into order, and being the go-to person for keeping things on track, this role is perfect for you! Responsibilities Perform administrative activities for leadership and other responsibilities for the team as needed. Assist with collegiate events including researching activities and venues, preparing budgets, drafting communications, and executing day of logistics. Ensure overall cleanliness and appearance of the physical office space. Manage the meal services and coordinate all daily lunch orders. Manage and order inventory of all office and kitchen supplies. Code credit card bills monthly and FedEx invoices bi-weekly. Travel to the bank daily to drop off deposits for the accounting team. Oversee the meeting space reservation system. Sort and distribute mail and packages daily. Answer, forward, and screen all incoming telephone calls. Act as the first point of contact for all visitors. Provide excellent customer service. Ideal Experience Bachelor's degree is preferred with 1+ year of corporate experience. Exceptional ability to create a welcoming environment. Demonstrate the ability to carry out administrative tasks proficiently and with excellent attention to detail. Strong self-starter, independent, and proactive with a proven ability to operate with minimal supervision and work well in a team environment. Excellent written and interpersonal communication skills. Proficiency with Microsoft Office Suite (Word, Excel, Teams). Ability to contribute positively as part of a team, helping with various tasks as required. #117769 The Larko Group is a premier Staffing & Recruiting firm based in Chicago, with a nationwide reach, for Direct Hire, Temporary-to-Hire, and Temporary/Project jobs. We specialize in Executive Assistant, Administrative Assistant, Personal Assistant, Chief of Staff, Office Manager, Receptionist, General Office, General Labor (warehouse), Event Support, Project Management, and Customer Service.

Our client, a privately-held investment management firm, is seeking a Temporary Research Administrative Assistant to support their Investment Management Team for approximately 3 months. This role will provide team-wide administrative support and requires strong multitasking skills, computer proficiency, and a familiarity with industry terminology. The ideal candidate will have administrative support experience and a computer savviness. Proficiency in Microsoft Office (especially Excel) and a detail-oriented approach are essential. Please note this is a temporary role that will begin the first week of April and last through mid-July. Responsibilities: Inputs and distributes daily research material which includes e-mails, information from morning newspapers and the internet Assembles research information as well as gathers and compiles fundamental and technical reports Schedules both internal and external investor relation meetings (e.g. brokers, analysts, and company management) Coordinates domestic and international travel arrangements and prepares all necessary documentation (e.g. itinerary, summary emails, etc.) Processes PO's, travel & expense reports, and AMEX bills for the Investment Management Team Performs special projects and other duties as assigned by the Director of Research and Risk Management Requirements: 2+ years of experience in similar administrative assistant role Working knowledge of Microsoft Word, Excel, and PowerPoint required Must exhibit customer service focus, attention to detail, and the ability to multitask Understanding of the financial services industry including asset management and broker/dealer firms is preferred Must be able to use discretion and maintain confidentiality

The ideal candidate will be responsible for providing administrative support to ensure efficient operation of the office. From scheduling client meetings, to communicating between departments, you will be responsible for completing multi-level tasks in a professional and timely manner. Responsibilities Answer phones and direct calls with a positive attitude and an energetic work ethic Provide office guests with a hospitable experience Assist in handling office requests for dial-ins, conference rooms, travel requests, etc. Order office supplies and provide inventory control system Qualifications Proficiency in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.) Excellent written and verbal communication skills Ability to multi-task, organize, and prioritize work

Founded in 1997, Gresham Partners, LLC is a Chicago-based wealth management firm managing $10 billion in investments for a select group of ultra-high-net-worth families nationwide. The firm is distinguished by its independent thinking, investment strategy, and performance outcomes. The Administrative Coordinator provides administrative support for the Investment team and our Business Development efforts through research, projects, scheduling meetings and arranging travel. The Coordinator is an integral and active part of the core teams, participating in meetings and other activities. The ideal candidate will have a passion for learning and a strong support mindset. The Coordinator role will be based in Chicago. Responsibilities: Research, create, maintain and disseminate relevant investment information to the team Assist with manager due diligence, including gathering information from third parties, organizing information received, and closely monitoring progress/outstanding items Assist with planning internal investment focused meetings Communicate professionally with external parties to successfully plan, organize and schedule appointments for members of the team across the globe Work with other coordinators in division of responsibilities Assist or take lead on internal projects Build out and manage the team's CRM and SharePoint efforts Prepare and maintain business development spreadsheets. Maintain internal business development data base for mailings and correspondence. Conduct internet research on prospects and/or order background reports. Coordinate document and information management tasks that add value for the team Complete other projects or assignments as they occur, including multiple projects simultaneously Manage logistical arrangements of the team, including business travel (both international and domestic, often multi-city), manage visa and passport renewals, address last minute travel changes and coordinate travel schedules with other members of the firm Utilize and maintain members' frequent travel accounts (e.g., air, hotel, rental car) Prepare and submit expense reports for team members Education, Experience and Skills: Bachelor's degree required Minimum of three years of relevant administrative experience Investment and/or financial services industry experience a plus Excellent writing, editing, and verbal skills Outstanding organizational, decision-making and problem-solving skills Displays consistent, high attention to detail, accuracy and thoroughness Demonstrated team player with a positive can-do attitude Ability to work independently, multitask and prioritize based on urgency of assignments Proficient with Microsoft Word, Excel, PowerPoint, Outlook, Adobe Acrobat and other software Flexibility to respond to emails before/after hours and/or on weekends, particularly when members of the team are traveling overseas and/or when applicable Ability to live and work in the U.S., Gresham Partners is not able to sponsor Visas for this position Benefits: Medical, Dental & Vision (HSA, FSA options) Employer Paid Life Insurance Employer Paid Short Term Disability Employer Paid Parental Leave (12 weeks) Optional Life Insurance, Long Term Disability, Spousal & Child Life Insurance 401(k) 15 Vacation Days, 5 Sick Days, 1 Floating Holiday Education Reimbursement Programs Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the duties and responsibilities of this job. Must be able to: Remain stationary for reasonable periods of time typing and/or reading at a computer Move around an office environment during a workday Work in-person in downtown Chicago Communicate with employees, clients, and/or vendors by telephone and in person Process transactions on a computer Sustain mental/visual attention for reasonable periods of time Reasonable accommodations may be made to enable employees with disabilities to perform the duties and responsibilities.

This is a long term temporary, fully onsite role located in Downtown Chicago, IL. Schedule: Monday through Friday Pay Rate: $20-23/per hour DOE Our client, a respected Chicago nonprofit, is looking for a Temporary Administrative Assistant to join their team! Administrative Assistant Responsibilities: Provide general administrative assistance, including scheduling meetings, maintaining calendars, and organizing departmental files. Act as a point of contact for internal and external inquiries, directing them to the appropriate team members or resources. Prepare, file, and retrieve records and other documentation as needed. Enter and update information accurately in spreadsheets, databases, and departmental systems. Support the creation and formatting of reports, presentations, and other departmental documents. Help with managing office supplies, coordinating deliveries, and maintaining an organized workspace. Perform additional clerical and administrative duties as assigned to support departmental needs. Administrative Assistant Qualifications: High school diploma or equivalent required. 1-2 years of prior administrative or office support experience. Strong organizational and time-management skills. Excellent written and verbal communication abilities. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort with learning new software systems. Ability to handle sensitive information with discretion and maintain confidentiality. Attention to detail and accuracy in all tasks. This is a long term temporary, fully onsite role located in Downtown Chicago, IL. Schedule: Monday through Friday Pay Rate: $20-23/per hour DOE City Staffing is committed to diversity, equity, and inclusion (DEI) in all aspects of our business. As a women-owned and operated business, WBE certified, we recognize the importance of creating an inclusive and welcoming work environment for all individuals regardless of age, race, creed, color, national origin, sex, ability, marital status, gender identity and/or expression, or sexual orientation.

Administrative Assistant (Remote) We are seeking a personable and detail-oriented Administrative Assistant to assist the CEO and his team of financial advisors, attorneys, and other staff. The ideal candidate must possess a high level of client, vendor, and inter-team interaction skills and the ability to prioritize daily projects. This person will have excellent customer and organizational service skills, knowledge of the professional services industry, and a strong passion for serving others. Key Traits: Honesty, integrity and accountability Maintains professional competencies and adheres to the firm's ethical standards and culture Possess a passion to assist CEO and team members Dedicated and loyal High work ethic Flexible and accommodating High level of interpersonal skills Reliable, follows through on commitments Minimum Requirements: Bachelor's Degree preferred Effective communication with clients, advisors, and staff members Significant familiarity with financial markets and strong understanding of the advice process Keep an organized account of client needs and objective Ability to prioritize and work in a deadline-driven environment Effective and efficient time management CRM experience Responsibilities: Assisting the Financial Advisor in managing the branch office to exceed client and regulatory expectations include but are not limited to: Respond to client call-ins and needs daily Assist CEO in projects/scheduling Assist Financial Advisors, Wealth Managers, Accountants, and Attorneys in new acquisitions Assist in organizing and maintaining calendars Help, prep, and execute financial planning paperwork Reviewing and compiling account reviews Document CRM system with all client communications Help build and foster a client referral system Salary: $55,000-$65,000 Benefits Health Insurance 401k PTO Hours: Monday - Friday: 8:00 am -5:00 pm Presented by Advisor Employee Services Thank you for your interest in the Administrative Assistant role. Advisor Employee Services, a consulting firm located in Lenexa, Kansas, represents the top 1% of financial advisors in all 50 states in their hiring needs. Please take a moment to explore our website at **************************** the services provided. We are not a staffing firm but together we have built a reputable and continuously expanding business model that allows us to pinpoint the exact personnel needs of these established financial advisors. If you feel that you have the skills it takes for the position responsibilities listed, please apply today!

Company is seeking an Administrative Assistant in our Underwriting department that is able to work in a fast-paced environment and handle administrative tasks and technical administrative support for the Senior Vice President of Underwriting & Sales and provide broader support for the Underwriting Division. Primary Responsibilities: This position will act as a resource to handle all assigned projects and assignments for the Underwriting Division including but not limited to management of the Underwriting Division general mailbox, Certificate of Insurance issuance, and preparation and maintenance of ad hoc project-related worksheets. The primary responsibilities of the position also include the following: • Prepare reports and correspondence. • Develop memoranda regarding administrative issues. • Prepare and coordinate material for Board and Committee meetings. • Prepare, develop, and update spreadsheet files. Create reports. • Prepare expense reports. • Answer telephones and direct calls. Education and Required Skills: • High school graduate or equivalent. • Bachelor's degree is desirable. • Administrative training at an accredited business school. • At least three years of administrative support experience in related field. • Proficient in Microsoft Office software (Word, Outlook, Excel) • Excellent spreadsheet development and maintenance skills. • Demonstrated ability to navigate the internet and perform internet research. • Excellent attention to detail. Excellent organizational skills. • Excellent oral and written communication skills with a need for flexibility as priorities change. • Ability to hold and maintain confidentiality is an absolute must. • Professional services-oriented demeanor and commitment to excellent customer service. • Ability to multi-task and capable of juggling tasks, deliverables and projects with changing priorities and deadlines. • Action oriented with a strong work ethic. • Ability to cover Reception. Compensation and Benefits: The pay range is estimated to be between $50,000 and $60,000 per year for Chicago residents. * The Company has a robust benefit package. Coverage for benefits will be in accordance with the terms and conditions of the applicable plans, policies and associated governing plan documents. The benefit package includes the following: • 401(k) Retirement Savings Plan • Medical Plan • Dental Plan • Vision Plan • Healthcare FSA Medical Reimbursement Account • Health Savings Account • Life and Accidental Death & Dismemberment Insurance Coverage • Supplemental Life Insurance Coverage • Short-term Disability Benefits • Long-term Disability Insurance Coverage • Commuter Benefit Plan • Legal Services Plan • Employee Assistance Program • Annual Allotments of Paid Sick, Personal and Vacation Time *Note: When defining the pay range for this position, several factors are evaluated and considered, including but not limited to experience, education, training, licensure, certifications, skill sets and other business needs. Geographic differentials that correlate with the location where the position may be filled have not been contemplated in the disclosed pay range estimate. Each case is analyzed thoroughly according to the factors noted. Not often is an individual hired at or near the top of the pay range for the position. Equal Opportunity Statement: ISMIE is an Equal Opportunity Employer committed to supporting a diverse and inclusive work environment that promotes respect for all individuals. ISMIE adheres to a policy of non- discrimination based on race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability gender identity, Veteran status, or any other protected status recognized by applicable laws and regulations.

Progress on your journey to success! ECLARO is currently recruiting for an Administrative Assistant in the Chicago, IL area for one of our clients. ECLARO's client is a leading provider of healthcare workforce software and solutions. If you're up to the challenge, then take a chance at this rewarding opportunity! Responsibilities: Seeking individual with a strong background in customer service, managing departmental emails and schedules, and supporting a department in completing required assignments (a mix of simple to complex). Qualifications: Prefer BA, accounting, finance, or financial aid/higher education background available. Shift: Day 5x8-Hour (08:00 - 16:30); Job Duration: 4 months (with possibility of contract-to-hire) Pay Rate: $25.00 / hour If hired, you will enjoy the following ECLARO Benefits: 401k Retirement Savings Plan administered by Merrill Lynch Commuter Check Pretax Commuter Benefits Eligibility to purchase Medical, Dental & Vision Insurance through ECLARO If interested, you may contact: Claudine Pamaranglas ******************************* ************** Claudine Pamaranglas | LinkedIn Equal Opportunity Employer: ECLARO values diversity and does not discriminate based on Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

AMS Industries, Inc. is a MEP+™ contracting firm serving the commercial, industrial, refrigeration and nuclear industries (PMT). With over 60 years of existence, AMS has grown from a small refrigeration contractor with a few employees to a multi-discipline and multi-market MEP contractor with more than 500 employees. We strive to meet our commitments to clients, develop our people and improve our communities. We are an equal-opportunity employer. Located in our beautiful Woodridge, IL facility and reporting to the Administrative Services Director. In this position, the Administrative Assistant supports and assists in a variety of responsibilities which include communicating with customers and inner office teams as well as answering inbound calls and emails. This person will be responsible for assignments and entering necessary data into our computer database system. Duties/Responsibilities Assist Account Executives in document and file management. Develop effective communication program with the Account Executives. Schedules and coordinates meetings, and appointments. Customer Service and follow-up. Scheduling calendar invites and tracking. Maintains and updates files, spreadsheets, and logs with current data. Prepare maintenance contracts and become acclimated in their development, formatting, and qualifications. Maintain maintenance contracts in the dispatch software. Assist with managing and administering uniform program. Assist with managing customer contracts and contract status tracking. Interact with marketing to coordinate holiday gifts, golf outings, client presentations and events. Word document preparation, formatting, and grammatical review. Excel spreadsheet development including creating formulas and evaluation of financial and project information. Collect and assemble data. Develop an understanding of the HVAC/Refrigeration terminology within the industry. Work with management in forming, developing, expediting and reviewing additional process to complement our direction. Ensure all company, client, and project policies, procedures, and standards are adhered to through communication of expectations. Support Account Executives by providing an efficient use of construction and accounting software systems. Provide a wide variety of responsible clerical, technical, administrative and office support duties including related tasks, as assigned. Back-up to reception and working together and at times as a back-up with other administrative staff. Qualifications: At least 3 years of experience in a professional, administrative support position is preferred for this position. Intermediate to advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook is required for this position. Must be mature, professional, personable, and have a polished delivery on all assignments. Ability to handle confidential information with the utmost discretion. Must be able to communicate, both written and oral, in a professional manner and represent the company in a professional manner. Must possess good follow-through skills to finalize projects. Must have above-average proofreading skills and have a history of being accurate and thorough.

Are you someone who thrives on structure, loves checking things off your to-do list, and enjoys learning different aspects of a business? If you have a knack for details, a love for organization, and a willingness to jump in where needed, this role is for you! What You'll Be Doing: Data Entry & Organization: Handling detailed data entry tasks with accuracy and keeping everything up-to-date. Excel Mastery: Using spreadsheets to track, organize, and manage various business operations. Payroll & HR Management: Managing payroll for contractors, assisting with onboarding, and supporting HR functions with precision. Program Scheduling & Event Coordination: Helping with program scheduling and event logistics using systems like Square and Toast. Problem-Solving & Adaptability: Being ready to pivot, troubleshoot, and assist in different areas as the business evolves. Attention to Detail: Ensuring accuracy in all tasks, spotting discrepancies, and following through on projects. Hands-On Support: While this role involves independent work, you'll also be part of a team, stepping in to assist where needed and learning different facets of the business. What We're Looking For: Someone who loves structure and can manage tasks efficiently on their own. A self-starter who enjoys working behind the scenes but also jumps in when help is needed. A team player who thrives in an entrepreneurial environment and is excited to learn different aspects of business operations. Someone who is highly detail-oriented and takes pride in accuracy. Strong communication skills and the ability to ask questions for clarity. Experience with Excel, payroll, HR management, scheduling, and POS systems like Square and Toast is a plus. This is an in-office, in-person role-remote work is not an option. If you're an organized, adaptable problem-solver who enjoys both structure and variety in your work, we'd love to meet you!

Our client, a highly successful public accounting firm, is hiring an Administrative Assistant for their Northbrook office. They are a trusted provider of tax and business consulting services, serving clients across the U.S. and internationally. With a strong team-oriented culture, they offer a supportive and engaging work environment where employees can thrive. This role will provide administrative support to all levels of the firm, interacting directly with partners, staff, and clients. The ideal candidate is proactive, detail-oriented, and highly organized, with the ability to manage confidential information with discretion. Key Responsibilities Answer and direct phone calls professionally. Sort and distribute incoming mail and faxes. Schedule meetings and manage calendars using Outlook and Teams. Prepare and handle outgoing mail, UPS, FedEx, and courier deliveries. Draft, finalize, and distribute engagement letters and client correspondence. Scan, organize, and manage client documents and monthly statements. Assign tax returns to interns and oversee the 1040 queue. Maintain and update client records in the practice management system. Prepare, print, and assemble tax organizers and returns (individual, trust, entity, gift, estate). Download and upload client data from various portals. Assist with tax preparation processes, including SurePrep binder creation and GoSystem imports. Coordinate batch filings and record client-related expenses. Draft, review, and process client invoices. Prepare reports and manage annual 1099 filings. Support office operations and assist with facility coordination as needed. Qualifications Bachelor's degree preferred. Experience in the accounting industry is a plus. Minimum of 5 years of administrative experience in a professional services environment. Proficiency in Microsoft Office Suite (Excel, Outlook, PowerPoint, Word, Teams). Familiarity with e-Form RS, GFR, GoSystem, PracticePro 365, SafeSend, and SurePrep is a plus. Strong organizational, communication, and problem-solving skills. Ability to work independently and think creatively to improve processes. High attention to detail and accuracy. Basic accounting knowledge is a plus. If you are interested in the position or want to learn more, please reach out to Casey Crawford with Engtal who is managing the search.

The position is responsible for providing administrative/secretarial support to President of European Imports. RESPONSIBILITIES Provide administrative support to the department as required. Establish and maintain complete and accurate filing systems as needed. This will include, but not be limed to attendance records/ transfers, expense reports, customer complaints/ requests, vendor/ supplier contract information, purchase orders, projects, budgets, travel schedules, etc. Analyzing data and information, creating and running reports. Create and distribute correspondence (memos, letters, presentations, etc.). Arrange travel accommodations. Answer telephone calls and take messages. Open and distribute incoming mail. Copy and fax as needed. Prepare express mail as needed. Other administrative/ secretarial duties as required. QUALIFICATIONS Education High school diploma required. Experience Minimum 3 years of professional secretarial experience is required. Experience with Pivot Tables and V-Look Up Certificates, Licenses, and Registrations Certified Professional Secretary (CPS) certification preferred, but not required. Professional Skills Ability to read and comprehend instructions, correspondence, and memos. Able to write correspondence. Effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization. Must have strong communication skills, both verbal and written. Can add, subtract, multiply and divide into all units of measure, using whole numbers, common fractions and decimals. Compute rate, ratio, and percent and to draw and interpret bar graphs. Apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Deal with problems involving several discrete variables in standardized situations. Proficient in Microsoft products (Word, Excel, (Pivot Tables & V-Look-Ups) PowerPoint, Outlook, Access, and Project). Knowledge with tables, formatting, formulas, clipart/ graphics, presentations, macros, database development, project tracking, etc. Excellent word-processing skills (50 - 60 wpm) and business writing ability, plus accurate and precise proofreading skills. Strong organization, analytical, attention to detail and follow up skills. Must be able to work on multiple projects concurrently and capable of working with little direct supervision. Will communicate with all levels (Presidents, Senior Vice Presidents, Vice Presidents and Directors of all Sysco operating companies and staff levels). Profit plan preparation as required. Strong sense of urgency and work ethic. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Regularly required to use hands to finger, handle, or feel object, tools, or controls and talk or hear. Frequently is required to sit. Occasionally required to stand, walk, reach with hands and arms, stoop, kneel, crouch or crawl. The employee must occasionally lift and/ or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus for typing from copy, filing, pulling various files, delivering mail and correspondence. Working Conditions The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. An individual should contact his or her supervisor or the human resources department if he or she believes that an accommodation is needed.

Job Title: DDC Project Assistant We seek a detail-oriented and highly organized DDC Project Assistant to support delivering cutting-edge control systems in the commercial mechanical construction sector. This role will assist project managers and engineers with the coordination, documentation, and execution of Direct Digital Controls (DDC) projects, including building automation and system integration. The ideal candidate will have a strong understanding of building automation systems and mechanical system workflows and technical proficiency in industry-standard software. Key Responsibilities Assist in designing, planning, and coordinating DDC and building automation projects, ensuring all tasks align with project objectives and timelines. Prepare and manage project documentation, submittals, schedules, and as-built drawings using tools like AutoCAD, Revit, and Bluebeam. Support the setup and commissioning of building automation systems, including Tridium Niagara, Johnson Controls Metasys, ALC, Distech, and BACnet-compatible devices. Facilitate communication between project stakeholders, including contractors, clients, and internal teams, ensuring all parties are informed and aligned. Assist in verifying system functionality, troubleshooting issues, and ensuring compliance with project specifications and industry standards. Qualifications An associate degree in Mechanical Engineering, Electrical Engineering, or a related technical field is preferred. Equivalent work experience will be considered. Minimum of 2 years of experience in a support role for controls, building automation, or mechanical systems in the commercial construction industry. Proficiency in AutoCAD and familiarity with Revit, Bluebeam, and DDC/BACnet systems are preferred. Exposure to platforms such as Tridium Niagara, Distech, ALC, or Johnson Controls is also highly preferred. Strong organizational and time-management skills, with the ability to prioritize tasks in a fast-paced environment. Excellent communication skills, both written and verbal. A demonstrated history of local and stable work experience in Chicago is required, showcasing reliability and commitment to long-term success. Equal Employment Opportunity All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.