COMPANY DESCRIPTION
Chamlin & Associates, Inc., founded in 1952, is a consulting firm of engineers, planners, and land surveyors with offices in Peru, Ottawa, and Morris, Illinois. The firm is known for delivering high-quality, personalized service and long-term client relationships. Chamlin & Associates serves as engineers for more than 40 municipalities across multiple counties in Illinois. Services include surveying, planning, design, and construction inspection, supported by a comprehensive range of engineering expertise. The company’s strong reputation and trusted partnerships are central to its ongoing success.
SUMMARY OF POSITION
This role provides administrative, documentation, and coordination support for project planning, permitting, contract administration, compliance, and remediation projects. The ideal candidate is highly organized, proactive, and comfortable working in a technical, regulatory-focused environment.
You will assist engineers and project managers by coordinating project documentation, schedules, communications, bid and contract processes, regulatory reporting and project records. This position plays a key role in supporting projects from planning through closeout while ensuring accuracy, compliance, and timely project delivery.
MINIMUM QUALIFICATIONS
- 3+ years of administrative experience, preferably in consulting, engineering, or professional services.
- Proficiency with internet navigation and standard office software (Word, Excel, Access, Outlook, etc.).
- Strong organizational skills, attention to detail, and document management abilities.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities and meet deadlines.
- Team player with a positive attitude.
- Dedicated to adhering to established administrative processes for efficiently and clarity
- Valid driver's license.
ESSENTIAL FUNCTIONS OF THE JOB
- Provide administrative and project coordination support to project managers and engineers.
- Prepare, edit, advertise, and distribute bid documents and addenda, including posting projects online and in newspapers and communicating updates to contractors, suppliers, city officials, and engineers.
- Draft and coordinate pre-bid and pre-construction meeting agendas, sign-in sheets, and related documentation.
- Prepare bid tabulations, coordinate bid lettings with officials, post results online, and maintain bid records and project files.
- Monitor contract status, maintain detailed progress records, prepare contracts for review and signature, and distribute finalized contracts to appropriate parties.
- Conduct deed research and courthouse record retrieval, which may include commuting long distances.
- Maintain and update contractor and supplier databases, project files, and document control systems in compliance with company and regulatory requirements.
- Research and process survey requests, prepare legal descriptions, coordinate with surveyors, and complete survey closeout procedures.
- Prepare and submit regulatory reports and documentation, weekly reports, EEO reports, Traffic Control Reports, IEPA correspondence, and Engineer’s Summaries.
- Process project loan disbursements and maintain related documentation.
- Draft and submit proposals, Engineering Service Agreements, and grant-related contract documents for programs including Community Development Block Grants, Unsewered Communities Grants, IEPA programs, IDOT MFTs, and HUD Capital Grants.
- Coordinate with project managers to identify upcoming project needs, schedules, and timelines.
- Prepare and submit Statements of Interest through IDOT's prequalification and agreement system.
- Perform other duties as assigned to support department objectives and business needs.
KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS (KSAP’s)
- Demonstrated interpersonal skills necessary to deal tactfully and effectively with persons at all levels in order to develop and maintain productive relationships both inside and outside the organization.
- Knowledge of workplace facilities, equipment and access requirements.
- Ability to work independently and technically astute.
- High degree of problem solving.
- Excellent written and verbal communication skills.
- Ability to multitask while maintaining attention to detail.
- Demonstrated organizational and time management skills.
- Anticipate project needs and identify potential issues.
- Adapt quickly to changing priorities and project timelines.
- Discreet and professional when handling sensitive information.
SPECIAL REQUIREMENTS (including equipment, hours, physical demands)
The physical demands described here are representative of those required by an employee to successfully perform the essential functions of this job.
Work Environment: This position typically works in an office setting with a controlled temperature environment but must be able to travel as needed.
Equipment: This position is required to maintain a working knowledge of all office equipment including personal computers and printers, telephone systems, copiers, etc.
Hours: This position typically works on a regular schedule, beginning daily at 8:00 am and ending at 5:00 pm, Monday through Friday. With the project's deadlines, hours will be adjusted as needed to meet them.
Physical Demands: Must be able to stand for long periods. Must be able to sit, climb stairs, walk, lift, carry, bend, and stoop. Must be able to perform fine motor skills. Hearing and visual ability required to read handwritten and/or typed documents, computer screens, etc., and answer telephone calls. Must be able to lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must have a valid driver's license.
Pay: $21.00 - $25.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
