Sr. Administrative Coordinator

We have an exciting opportunity for a full-time Office Coordinator to manage the administrative functions of our Chicago office. We are looking for someone who has experience and familiarity with day-to-day office functions and is passionate about supporting others while making meaningful contributions to our internal clients. Come join a collaborative team that prioritizes learning and growth while also helping to support a clean and healthy environment.

Detailed Description:

• Collaborate and work closely with the Chicago Local Leader to maintain office organization, efficiency, and connections with staff. Responsibilities will include but are not limited to overall office logistics, schedule/develop/support meetings (local and national), and identify creative activities to engage staff and ensure high office morale along with supporting local efforts around Diversity and Inclusion. Lead and support office events (i.e., virtual coffee chats, office lunches, all hands meetings, and other employee events) throughout the year to engage the office.
• Provide administrative support and assistance to all staff for a variety of office functions and operations. This includes front desk management (greet clients, vendors, guests, and staff), office supplies/equipment management/maintenance, mail/courier/FedEx service, coordinate cleaning and repair services, work with corporate administration and facilities, travel arrangements, and prepare written communications (office-wide emails, MS Teams Postings, Small group coordination efforts)
• Coordinate and assist with Correspondence/Client Deliverables, such as formatting of Tech Memo's, Reports, Letters, Scopes of Work and Design Specifications including text, tables, spreadsheets, graphics and other diverse content. Proofread reports, records, and other data for accuracy.
• Onboard New Hires. Work with supervisors and office personnel (local and regional) to develop onboarding plans and conduct new hire orientations.
• Perform assignments of a confidential nature for functional groups and managers.
• Plan, organize, and schedule work within guidelines.
• Understand, implement, and adhere to corporate policies related to finance, cost control, project delivery, safety, and quality assurance.
• Serve as a liaison between corporate IT department and local employees, including new employee equipment set-up and office equipment support.
• Provide marketing support such as putting together Statement of Qualifications (SOQs) and assisting with Request for Proposals (RFPs) and Request for Quotes (RFQs).
• Process invoicing for office.
• Lead and collaborate with local and national health and safety team on annual emergency action plan, annual fire/evacuation drills, employee ergonomic assistance, PPE orders, and other health and safety related items.
• Virtually support other nearby BC offices as needed

Desired Skills and Experience:

• High school diploma plus minimum five years' experience in a professional office setting. * Must be proactive, self-motivated, able to multi-task, prioritize, work both independently and in a team environment, and under deadline pressures.
• Strong management, coordination, and organization skills essential.
• Ability to be resourceful in researching issues, solving problems, and offering creative solutions.
• Empathy for others with the ability to develop and maintain client relationships both internal and external (in person and virtually).
• Excellent communication skills (both written and oral) are essential.
• Knowledge of organizational operations and procedures essential.
• Candidate must be highly proficient in Microsoft Word, Excel, Outlook, Teams, and PowerPoint. MS Project skills are a plus.
• Excellent written and verbal communication skills. Experience in technical editing/writing, proofreading, and formatting experience.
• Some level of basic IT functions.
• Notary Public in the State of Illinois or willingness to become a notary a plus.
• A valid driver's license and good driving record may be required

Salary Range: The anticipated starting pay range for this position is based on the employee's primary work location and may be more or less depending upon skills, experience, and education. These ranges may be modified in the future.

Location A: $19.80 - $27.20

Location B: $21.80 - $29.90

Location C: $23.70 - $32.60

You can view which BC location applies to you here. If you have any questions, please speak with your Recruiter.

Benefits and Other Compensation: We provide a comprehensive benefits package that promotes employee health, performance, and success which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time off and parental leave, paid holidays, 401(k) retirement savings plan with employer match, performance-based bonus eligibility, employee referral bonuses, tuition reimbursement, pet insurance and long-term care insurance. Click here to see our full list of benefits.

About Brown and Caldwell

Headquartered in Walnut Creek, California, Brown and Caldwell is a full-service environmental engineering and construction firm with 50 offices and 2,100 professionals across North America and the Pacific. For 75 years, we have created leading-edge environmental solutions for municipalities, private industry, and government agencies. We strive to be the company of choice-to our clients, who benefit from our passion for delivering exceptional quality, and to our employees, present and future, who share our commitment to client service, collaboration, and innovation. Join us, and you will find a home where you can do your best work, reach new levels of expertise, and enjoy exceptional development opportunities. For more information, visit www.brownandcaldwell.com

This position is subject to a pre-employment background check and a pre-employment drug test.