Office Admin / Project Assistant in Chicago, IL, United States

Wood Environment & Infrastructure Solutions, Inc., (Wood) is seeking an Administrative/Project Assistant for our Chicago, Illinois office. The Chicago office is a short walk from the CTA Blue Line Cumberland Station and is conveniently located near I-294 and I-90 on Higgins Road.

The selected candidate will provide support to office management and project team members in nearly all facets of the operation. This will include interfacing with clients and subcontractors, as well as work on invoices, reports, and other internal and external documents and functions.  It will also include a component of performing administrative activities which keep the office functioning, such as managing bills and working with building management.

Key Responsibilities:

  • Full time position (or part-time if discussed) working normal business hours Monday through Friday, with flexibility to work overtime, if required, to meet internal or client deadlines
  • Support staff, project managers, and office management with preparation and submittal of qualification packages, proposals, technical reports, invoices, internal financial reports, and other documents
  • Assist with ordering of office supplies, maintenance of copiers and printers, and management of vending suppliers
  • Assist with scheduling of conference rooms, lunches for office meetings/project meetings
  • Assist project team members with document formatting, copying, production, binding, shipping, etc.
  • Assist with hard copy filing and scanning as required (filing is primarily electronic; focus is on minimization of hard copy files unless required by client or contract terms)
  • Assist with researching and resolving routine administrative and staff functional support as needed
  • Assist with local purchasing using an office credit card, and reconciliation of charges on a monthly basis
  • Assist with greeting visitors to the office and coordination with building management/maintenance staff
  • Assist with reception area and phones while performing other job duties simultaneously
  • Assist project managers with project setups; project startup activities, preparation of subcontracts; project schedules; project budget summaries, and project closeout activities
  • Assist project managers with vendor setups, procurement and project invoicing including those with a moderate to high level of backup and financial complexity
  • Assist with distribution of incoming mail and shipments delivered to the office
  • Assist Operations and project managers with review of vendor and client payments
  • Provide as needed assistance to the Office Manager, Office Health & Safety Coordinator, and Fleet Vehicle Manager


Skills / Qualifications

Role Requirements:

  • High School diploma, associates or bachelors degree
  • Minimum 3 years of experience in a professional office setting (preferably at an engineering, construction, or architectural firm)
  • Strong verbal, written, and interpersonal skills
  • Outgoing personality with ability to work both independently and collaboratively
  • Ability to multi-task and manage multiple priorities for individuals and teams within the office
  • Proficiency in MS Word, Excel, PowerPoint, Outlook, and Office 365; Adobe/NitroPro software
  • Proficiency in, or ability to learn, SAP and/or Oracle applications
  • Ability and willingness to learn about the company and its various services and capabilities to assist in directly calls to appropriate staff
  • Must pass a drug screen and background check
  • May be required to drive on company business for delivery of documents to agencies or clients - If required, must have a satisfactory driving record

Preferred Skills:

  • Previous experience with billing for clients including IDOT, Illinois Tollway, and/or the City of Chicago
  • Familiarity with and ability to troubleshoot PC and LAN/server problems, and work with staff to resolve issues with help desk personnel as issues arise
  • Experience with scheduling software such as MS Project
  • Experience with MS Publisher, InDesign, or other document/marketing production software
  • Experience with one or more Customer and Sales Management applications (e.g., CRM, Salesforce, etc.)


Company Overview

Wood is a global leader in the delivery of project, engineering and technical services to energy and industrial markets. We operate in more than 60 countries, employing around 60,000 people, with revenues of over $10 billion.  We provide performance-driven solutions throughout the asset life cycle, from concept to decommissioning across a broad range of industrial markets, including the upstream, midstream and downstream oil & gas, power & process, environment and infrastructure, clean energy, mining, nuclear, and general industrial sectors.  <web address removed>  



Diversity Statement

We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.

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