POSITION: Receptionist - Administrative Support

REPORTS TO: Corporate Administrative Services Manager

POSTION SUMMARY: Baxter & Woodman is seeking Administrative Support to join our Administrative Team in our Mokena, IL office. Various duties include assisting with contracts, engineering specifications, reports, and general office support. This position is responsible for handling and directing incoming calls, welcoming internal and external guests, performing the day-to-day administrative duties of the firm’s Mokena office. The role of the Administrative Support is to create and maintain a positive work environment.

Responsibilities:

• Front desk reception.
• Serve as the point person in the office for Corporate Departments such as Facilities, Human Resources, Marketing, IT and Accounting
• Schedule meetings and appointments
• Work with Facilities to maintain office condition and necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Coordinate with IT department on all office equipment
• Provide support and hospitality to visitors
• Plan in-house and off-site activities, like celebrations and conferences
• Preparation of project correspondence
• Attend meetings to take notes
• General office support for all engineering departments; assembling industry project manuals; preparing agency submittals; general correspondence.
• Coordinate work for other administrative staff members when necessary.
• Create and modify PowerPoint, Word, and Excel documents.
• Coordinate supplies for projects, company meetings, or training events.
• Delivery of proposals and other client documentation when necessary.
• Assist business support groups with regional operations.
• Other tasks and duties as assigned.

Qualifications:

• High School degree
• 1+ years of Administrative experience
• Civil Engineering Industry experience a plus
• Proficiency in MS Office Suite – specifically Outlook, Word, PowerPoint, Excel.
• Proficiency in Adobe
• Excellent communication skills, with the ability to communicate effectively with all levels of the organization.
• Strong organizational skills, with the ability to multi-task and prioritize effectively.
• Excellent attention to detail and accuracy.
• Ability to work in a fast paced environment under deadlines

B&W is an equal opportunity- affirmative action - M/F/Vet/Disability employer