Project Management Advisors, Inc. (PMA) is seeking an experienced and enthusiastic Office Administrator to support our team of professionals in Chicago across a broad range of project-related and corporate services activities. This position provides administrative office support, assists with new project pursuits, and contributes to corporate finance, human resources, and marketing activities. Below are the job responsibilities for this position:

Office Support

• Project / Office Coordination
• Coordinate & consolidate staffing projections from project teams for monthly staffing meetings
• Coordinate company meetings and social events, yearly gatherings – summer outing, holiday dinner, any client special events
• Coordinate and produce monthly staff meeting materials
• Ability to manage time effectively and multitask under tight deadlines
• Self-starter capable of initiating routine tasks without prompting
• Responsible for maintaining the stock of office supplies and snacks
• Responsible for ordering lunches for the office
• Collect, organize, and distribute quarterly Project Sheet Updates
• Assist with special projects as needed

Marketing

• Maintain and update general Outlook contacts for Chicago
• Add new contacts to the marketing contacts database; distribute v-cards as needed
• Assist with the production and assembly of collateral materials
• Coordinate overnight shipping and messenger deliveries
• Inventory on-hand collateral supplies; reorder as needed
• Assist with special events, including room/F&B set-up, distribution of materials, and clean-up
• Assist with annual holiday mailing program, including database updates, gift tracking, and special handling as needed
• Track and register employees for local industry events

Finance

• Coordinate with office staff and Corporate Finance on the setup of new projects in Deltek and Dropbox
• Responsible for the oversight of employee time sheets
• Responsible for the preparation/review/approval of employee expense reports and A/P invoices
• Assist staff in preparing expense reports
• Coordinate & consolidate revenue projections for quarterly business meeting distribution

Human Resources

• Assist with onboarding employees at the office location
• Scheduling candidate interviews
• Ability to navigate employees to the appropriate HR Employee Self-Service Systems
• Distribute quarterly PTO reports to appropriate employees
• Manage employee exit process

 

Experience and Education

• 4+ years of office support work experience in a professional services organization, preferably in Architecture, Engineering, Construction, Real Estate Investment, or Development firms
• Strong organizational and technical skills with proficiency in all Microsoft Office Suite applications, with emphasis on Word, Excel, PowerPoint, and Project is a plus
• Excellent communication skills, oral and written, with emphasis on writing and proofreading
• Attentive listener who follows directions accurately and is detail-oriented
• Effective problem solver who displays good judgment and is flexible and reliable
• Proficient and accurate typing skills
• Experience working in a CRM system, Deltek, is a plus

 

The salary range for this position is $60,000-$80,000 annually; the base pay offered may vary depending on location, experience, skills, relevant education, and training.