This role is located in Chicago, IL
Job Description
BKV Group seeks a talented Administrative Assistant with 5+ years of related experience to join our team in Chicago, IL. We are looking for someone who is proactive in handling projects, has excellent organization, time management and prioritization skills, and is very detail oriented to provide local support to the regional practice site. Responsibilities include the following:
Open/Close Office Lobby: Open and close office each day, turn on/off lights at the lobby, unlock/lock elevators (MN). Kitchen – run dishwasher at end of each day, and empty in the morning. At end of day ensure doors are locked and alarms are set as needed.
Answering Phones: Responsibilities include answering phones for local practice site, forwarding calls to the appropriate team members and forwarding voicemail messages. Provide phone coverage for the other practice site admins as needed when they are out of office.
Greeting Clients/Visitors: Greeting and assisting clients/visitors, notifying team members of visitor arrival, offering beverages, etc.
Lobby and Conference Rooms: Maintain overall neatness of lobby and conference rooms. Support scheduling of conference rooms as needed. Maintain conference room appearance after each use including cleaning off tables and adjusting chairs.
Travel Bookings: Lead all business travel scheduling and booking arrangements for local practice site team members. Process billing purchase order information. Research travel options as requested, schedule travel, revise booked travel as needed and track all documentation for each travel request. Group travel to be coordinated by one specific Administrative Assistant (typically requested by Marketing/BD team for conferences).
Mail/Packages: Manage distribution of all incoming mail and packages to employees daily. Responsible for collection and processing of all outgoing mail and UPS shipments. Coordinate courier service needs, including accurate tracking of delivery requests and receipts, as well as certified legal mail.
Project Contracts Setup: Work with the COO, VPO and practice site leadership on the setup of new project contracts utilizing templates. Provide to COO for review and edits. Pick up edits as required.
CRM: Maintain CRM database for local practice site; entering project opportunities and awards with the practice site Business Developers and practice leaders.
Operations: Project Schedule & Folder Setup Support – work with the COO, VPO’s and Project Managers in tracking project schedule phase dates at the local practice site. Update Unanet and Monday.com software with project schedule changes weekly.
Office Supplies: Order company office supplies for the local practice site, and complete corresponding purchase order information. Manage vendor sites and accounts for supplies. Maintain neatness of supply room/area.
Flower/Gift Orders: Order flowers/gifts for the local practice site team members as requested for memorial services, new babies for employees, or other special requests (review with VP of Professional Services for all flowers/gifts prior to ordering).
Lunch Orders: Order lunches for in-office client/marketing/all staff meetings. Restock mini fridge/beverages.
Employee Events: support organization and ordering for special employee events as requested.
Building/Equipment Maintenance Communication: Place building maintenance repair calls and office equipment service calls as needed.
Office Keys/Access Cards: Manage office keys and access cards for new hires and departing employees. Coordinate with building security as required.
New Hires: Assist in new hire employee setup and office orientation – ensure workstation is clean and wiped down. Setup with name plate and any new hire items provided by BKV. Coordinate return of any equipment to IT when employees leave BKV.
Misc. Projects and Requests: Lead and/or support various misc. projects and requests as needed. Examples include – print consultant checks or deposit checks as requested by accounting team, emergency response procedures, various word processing or spreadsheet needs, etc.)
Qualifications
Associate degree or professional certification preferred.
5 years’ minimum experience in previous administrative roles.
Notary Public preferred.
Excellent organization, time management, and ability to be flexible in the daily role and a responsibility as needs change. Professional demeanor and communication skills with a customer-service focus supporting employees, clients and guests.
Proficient in Microsoft Office Suite; ability to learn software platforms.
Maintain daily in-office schedule Monday – Friday; typically, 8am – 5pm local time.
Compensation range: $31.25 – $36.06 hourly ($65,000 – $75,000 annually), or commensurate with experience.
BKV Group has a 45+year history of design excellence, winning more than 245+ regional and national awards to date. We are passionate about how innovation and creative design can shape communities for the better – enhancing the economic, aesthetic, social, and environmental context. As a holistic national design firm, we bring a full complement of architecture, interior design, urban design, engineering, landscape architecture, and construction administration services together to collaborate from project kick-off to closeout. The diverse perspectives formed from this collaboration help us make better design decisions and are the keys to our success. We value being open, honest, genuine, and thoughtful with each other, our clients, community stakeholders, and consultants.
With excellent benefits, competitive salaries, a flexible work schedule, and continuous opportunities for growth, we give you the tools to achieve your goals. We believe in a collegial, engaging, opportunistic, and fun working environment and are always interested in connecting with talented individuals who share our passion for enriching lives and strengthening communities. Sound like a fit? We want to hear from you!
BKV Group is an Equal Opportunity Employer (EOE)
Apply Now
Name Email Phone (numerals only) Position Applying For Office Applying For
—Please choose an option—
Chicago
Dallas
Minneapolis
Washington, DC
Remote
Referral (if none, enter n/a) Add CV/Resume (PDFs only, size limit 5 MB) Add Portfolio (PDFs only, size limit 5 MB) Will you now, or in the future, require sponsorship for employment visa status (e.g. H-1B visa status)?
—Please choose an option—
Yes
No
