Administrative Assistant - Project Administrator

We are seeking a proactive and detail-oriented Administrative Assistant / Project Administrator to provide high-level administrative and project support, ensuring the seamless operation of our office and the successful execution of key initiatives. Serving as the first point of contact for both internal and external clients, this role requires exceptional organizational and communication skills. Core responsibilities include managing front-desk operations, answering and directing calls from the main switchboard, handling incoming and outgoing mail, and performing a variety of essential office duties.
In addition to administrative tasks, the position plays a vital role in supporting project teams—coordinating activities, tracking deliverables, maintaining documentation, and promoting effective communication among stakeholders.
Please note: This is an onsite position, requiring attendance in our downtown Chicago office five days a week.

What you will do:

• Greet guests in a courteous manner and alerts appropriate party of guest arrival  
• Operate/answer telephone switchboard; direct callers to appropriate extensions andtake messages. Possess excellent telephone etiquette  
• Project a professional and positive image to the public and co-workers  
• Carry out assigned projects to completion; communicate effectively both verbally and written  
• Preform general office/administrative tasks such as (Vendor Relations/Management) via monitoring/ordering standard office supplies; ordering and stocking game room supplies including hot and cold beverages, fruit, and reading materials, collating and assembling documents; photocopying/faxing correspondence and reports; attend meetings to take and distribute minutes when requested, schedule appointments and maintaining Office Managers/Executive Staffs calendar; screening calls and visitors  
• Perform basic to moderate staff support functions, such as personnel administration, accounting/finance and marketing coordination  
• Books and coordinates large and small conference rooms and conference room calendar  
• Manages and disseminates all receivables/deliveries i.e. FedEx, UPS, USPS, DHL  
• Perform data entry and report general functions  
• Maintain office filing system  
• Order and maintain office supplies for all offices  
• Prepare and modify documents including correspondence, reports, drafts, memos and emails  
• Other duties as assigned  

What we are looking for:

• Excellent written and verbal communication skills required 
• Able to work with confidential information and maintain integrity of company data  
• Able to work effectively within a team environment  
• Strong organizational skills with the ability to multi-task  
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular  
• Ability to stand/walk frequently 
• Ability to lift up to 40lbs  

Your background:

• High school diploma or equivalent  
• 3 years of working experience in a related field 
• Excellent written and verbal communication skills required 
• Able to work with confidential information and maintain integrity of company data  
• Able to work effectively within a team environment  
• Strong organizational skills with the ability to multi-task  
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)  

Milhouse is a pay transparency non-discrimination organization committed to fostering an inclusive and equitable workplace. We ensure that all employees are compensated fairly and without bias, in accordance with applicable laws and regulations. In compliance with the Illinois Equal Pay Act, effective January 1, 2025, we include pay scales and benefits in all job postings and ensure that all promotion opportunities are communicated to current employees within 14 days of external postings. Additionally, we participate in E-Verify to confirm employment eligibility and uphold compliance with federal requirements.
Why join the Administrative Services team? Here's why:
The Administrative Services team is at the forefront of maintaining an effective and collaborative office environment. This team works closely with other departments and prides themselves on being helpful, resourceful, and supportive. Being a part of this team provides one with the opportunity to learn new skills in an office environment as well as grow professionally and developmentally. Come grow with our Admin Services team today!
Here's a little information on Milhouse Engineering and Construction, Inc.:
Milhouse Engineering and Construction, Inc. was founded in 2001 with the goal of building the best engineering company in the country. It was based on the belief that if we hired great people, fueled their passion whil