Overview
Administrative Assistant Jobs in Chicago, IL at Park Plaza Retirement Community
About us
Bateman Civil Survey is a leading land surveying and civil engineering firm headquartered in the heart of Apex, North Carolina. We have been providing premium services across this great state and throughout the East Coast for over twenty years. We have an unparalleled commitment to customer satisfaction and employee well-being.
Each engineer, technician, project manager, and administrator are part of a team that recognizes the inherent value of its every member. We take pride in our work and love what we do. We take full advantage of the advances in equipment and technology and are driven to learn and grow at the pace of the world around us. We are looking for team members and leaders that will help us continue to move from “the way we’ve always done it” to a greater level of efficiency and quality than we’ve ever known. That’s where you come in – won’t you join us?
Job Summary:
This role will be the key point of contact for clients, ensuring a smooth and professional experience from onboarding through ongoing support. The Office Manager will coordinate meetings, manage client databases, oversee office administration, and assist with billing processes. The ideal candidate thrives in a fast-paced environment, excels at multitasking, and plays a crucial role in maintaining a well-organized, efficient, and welcoming office atmosphere.
Key Responsibilities-
Client Management:
Serve as the primary point of contact for clients, delivering a welcoming and professional experience.
Maintain and organize client files, ensuring that all documents are accurately uploaded, easily accessible, and compliant with company standards.
Meeting Coordination:
Schedule and coordinate meetings with clients and internal teams, ensuring all logistics are efficiently managed.
Prepare materials and set up conference rooms for meetings, ensuring a seamless and professional environment.
Maintain an organized calendar to effectively manage appointments, meeting schedules, and deadlines.
Database and Billing Management:
Accurately enter and manage client information and project details in our database, ensuring data integrity and security.
Prepare and send detailed quotes and invoices to clients, ensuring clarity, accuracy, and timeliness.
Monitor billing processes, ensuring timely invoicing and payment collection, while coordinating with the corporate project accountant assigned to the location.
Office Administration and Support:
Assist with onboarding new employees, including setting up equipment, and ensuring a smooth integration into the team.
Support the director in overseeing office renovations, including the purchasing and installation of office furniture, organizing systems, and other necessary infrastructure.
Manage regular office maintenance, including coordinating repairs and ensuring facilities are well-maintained.
Ensure that all employee and client areas are well-stocked with necessary supplies and refreshments, maintaining a professional and welcoming environment.
Coordinate with the fleet manager to ensure timely vehicle maintenance and other logistical needs.
Benefits:
Health Insurance
Health Savings Account
Company-Paid Dental Insurance
Company-Paid Life Insurance
Company-Paid Long Term Disability Insurance
Company-Paid Short Term Disability Insurance
401(k) & Roth Plans with Matching
Tuition Assistance
Personal Time Off (PTO)
Paid Bereavement Leave
Paid Holidays
Career development opportunities
A commitment to utilizing the latest state of the art technologies
Laid-Back Family Culture
Pay:
$50k – 60k depending upon experience
Apply online today at www.BatemanCareers.com!
Bateman Civil Survey Company (BCSC) is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), age (40 or older), disability or genetic information (including family medical history), national origin, disability status, protected veteran status, or any other characteristic protected by law.
Title: Administrative Assistant
Company: Park Plaza Retirement Community
Location: Chicago, IL
