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 Lombard 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 and take 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  

Who you are:

• 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)  

At Milhouse, we’re more than just a place to work — we’re a place to grow, thrive, and be celebrated. Here’s how we invest in you:

•  Medical, Dental & Vision Coverage – Reach out to learn how your deductible could be covered 100% through Garner Health! 
•  Company Sponsored Life Insurance and Short-Term Disability – We’ve got your back when life takes unexpected turns. 
•  Voluntary Coverages – Take control of your well-being with added coverage options. 
•  Discounted Gym Membership – Stay active with wellness options that support your fitness goals. 
•  Competitive Base Salary – Earn what you're worth in a performance-driven culture. 
•  401(k) Retirement Plan – Build your future with confidence. 
•  Professional Development Incentives – Get rewarded for growing your skills — including bonuses for earning your P.E. License. 
•  Milhouse University (Cross-Functional Training) – Expand your expertise with internal training built to elevate your career and receive PDH credits for applicable training towards professional engineering licenses, etc.. 
•  Employee Education & Development Program – Tuition assistance and learning opportunities to keep you moving forward. 
•  Generous PTO + Paid Holidays – Rest, recharge, and enjoy the moments that matter most. 
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