Administrative Assistant Spectraforce Technologies Job Description
Title - Administrative Assistant
Duration - 06 Months
Location - Lake County, IL 60045
Job Description- STAR Program Contract Admin Assistant Floater
The Contract Admin Assistant will be hired on an as need basis to fulfill Client Admin requests for short-term assignments. Must be comfortable to adapt to different leadership styles. Contract Admin Assist. may be filling in for other admins when on vacation, medical leave, sick time, or require additional admin support on their team to meet project deadlines. Must be available and flexible for these assignments. As this is on an as needed basis, specific number of hours available to work each week may vary and are not guaranteed throughout the duration of the Floater Role assignment
All the leaders are looking for sharp, experienced admins with a pro-active approach to doing their work. One who would learn and understand the leader's priorities, be the eyes and ears of the leader, connect with the business and others to get things done. If they don't know how to do something to figure it out by reaching out to others etc., reach out to meeting requests to get more info on why they need time from the leader and so on. Work effectively with other admins and keep leader and team organized.
Responsible for all administrative functions of the department: answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, Teams Meetings and Telepresence setups, acting as a liaison for remote access issues.
Key Responsibilities Include:
* Provides general administrative support. May provide backup support to higher-level management as needed.
* Effectively monitors manager and team calendars, proactively solves conflicts
* Responsible for compliance with applicable Corporate and Divisional Policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
* Interacts with high-level executives and handles confidential or business-sensitive information.
* May include some support for tracking budget expenditures.
* Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
* Orders business cards and stationery.
* Uses and understands Microsoft Office Suite, and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).
* Coordinates new employee office set-ups and onboarding.
* May train/coordinate work for new administrative assistants.
* Operates with general instruction and some supervision
* Safeguard's Client confidential information
Leadership and Interpersonal Skills:
* Fully understand assigned tasks and any associated expectations.
* Ask for clarification as needed
* Understand the deadlines and deliverables
* Communicate any obstacles that prevent completion of any deadline
* Provide status updates prior to any deadline
* Be a good listener
* Demonstrate strong Problem-Solving Skills
* Be Accountable and Responsible for actions/mistakes
* Challenges the team to always do better
* Prioritizes own work, balancing multiple requests for assistance. Establishes good working relationships with client areas; builds rapport and trust with others
Requirements
* Some college preferred.
* Experience working in a pharmaceutical company or CRO is strongly preferred.
* 7+ years of previous admin experience supporting executives
* Must have Intermediate to advanced knowledge of Microsoft Office Suite, Concur, SharePoint, Visio or OrgPlus, and an understanding of business processes and requirements
* "Make it happen" spirit & attitude as well as persistence.
* Learns fast, grasps the "essence" and can change course quickly where needed
North Chicago, IL, US, 60086Posted a day ago Venue Support Manager - Audio Visual, Event Services. Pinnacle Live Pinnacle Live is a premium, in-house AV partner. We elevate live event expectations for people and venues who demand better. With an expert balance of big-picture problem-solving and boots-on-the-ground execution, we deliver bespoke AV solutions for in-person, virtual, and hybrid meetings and live events. The most impressive, impactful meeting and events all have the same common denominator: dedicated, determined people working behind-the-scenes to make it happen. We're looking for those people. Pinnacle Live is a Collaborative Crusader. We empower you to tackle tough challenges to deliver unforgettable hospitality and live event experiences. Arlington Heights, IL, US, 60004Posted a day ago Mailroom Associate. Sonova USA, Inc. Sonova US is seeking a Mailroom Associate at our Aurora Operations Distribution Center in Aurora, IL. This is an opportunity to begin a career with a fast growing, innovative company focused on improving lives of all ages around the world with hearing devices. Sonova is the third largest manufacturer in Aurora and has been in the community for over 40 years. Come join Sonova and work with an outstanding, passionate, high energy team in a fast-paced production environment! Aurora, IL, US, 60504Posted a day ago Commercial Data Specialist. Spectraforce Technologies In this role, you will be a key support position generating reports that will drive data-driven decision-making process within our organization. Your primary responsibility will be running reports from different systems and combining them into a new Excel report. Bannockburn, IL, USPosted a day ago Mailroom Coordinator II. Canon U.S.A., Inc. Under general supervision, is responsible for all mail, packages and interoffice correspondence handling and dispatching for all classes of mail/packages. Responsible for the handling, routing, pick-up and delivery activities of mail operation and the assignment & participation of tasks involving all other assigned activities Elmhurst, IL, US, 60126Posted a day ago Program Support Specialist. Green Thumb Industries As a Program Support Specialist, you will undertake various administrative and program management tasks to ensure that all aspects of the program stay on track and maintain the department compliant with regulation requirements. In partnership with the Program Management team, you will support in planning, organizing, and carrying out important operational duties. To be an excellent program coordinator, you must be organized, detail-oriented, comfortable working with diverse teams, and have advanced skills in MS Office. Chicago, IL, US, 60654Posted a day ago HRIS Analyst. Pinnacle Live The HRIS Analyst manages, maintains, and organizes human resources information within the Human Resources Information Systems (HRIS) and Talent Management systems. This position serves as a technical point-of-contact for the Administrative functional area (Human Resources, Talent Acquisition, Learning & Development, Culture & Experience) and ensures data integrity and efficiency, manages system changes validation, report writing and analyzing data flows to identify process improvement opportunities. Arlington Heights, IL, US, 60004Posted a day ago Project Management Professional. ENGIE North America Inc. ENGIE North America is growing as we continue to lead the energy transition. We are looking to network with talented Project Management professionals in the Illinois and Michigan area(s).
Potential future opportunities include Advisor level roles (requiring a minimum of seven (7) years of experience) Learn more about ENGIE and submit a resume, and a member of our Talent Acquisition team will connect to learn more about you. In the meantime, sign up for alerts at Careers at ENGIE to get notified when our Project Management opportunities open.
The Project Manager Advisor (PM) is the primary manager of all phases of a project, with the objective of a successful completion on time, and within budget, while maintaining quality, safety, and cash management standards, and producing strong customer references. Projects include a combination of energy efficiency measures, facility renovations, and renewable generation installations, to help local cities, schools and counties or other Public Sector customers become more sustainable, save money, and improve facilities. Expectation is that one to several projects are managed from early development through post construction, including design, contract negotiations, and project implementation.
The safety of our employees is our number one priority. All employees at ENGIE have both a duty and the authority to STOP WORK if unsafe acts are observed.
What you'll do:
Discipline professionals at ENGIE North America are responsible for:
Leading a project team to investigate, develop and implement energy and facility improvements projects (such as LED lighting retrofits, HVAC/control upgrades, building envelope upgrades, site paving/drainage improvements, and other capital improvement/commercial renovation projects)
Actively manage the project team through regular meetings to assign tasks and responsibilities, and discuss/document project updates, needs and progress
Serve as customer's primary contact during development and implementation phases; strives for their complete satisfaction with ENGIE's services
Manage all technical aspects of the project including scope development, savings analysis, and constructability of the measures to drive project scope and develop comprehensive programs that fit customers' unique needs
Create, edit and review all external deliverables including customer reports, bid packages, and contract documents; and all internal documents including risk review packages, deal review documents, and project database records
Assist Sales team in customer presentations and interviews during development phase, including administrative, committee, and board meetings, as needed
Work with Legal and Finance to qualify vendors/subcontractors and prepares and negotiates (in conjunction with ENGIE Legal, Sales and Management) all customer/vendor contracts and change orders
Work with ENGIE's construction manager and vendors/subcontractors to establish a project schedule with adequate milestones for regular progress measurement. Continually monitors progress against the schedule and adjusts as necessary, communicating any changes with ENGIE leadership, sales, construction manager, subs/vendors, and the customer
Execute with accuracy all fiduciary requirements including managing installation budgets, creating/approving revenue and expense invoices on a monthly basis, protecting project cash flow by ensuring timely customer payments, and completing monthly forecasts
Ensure all projects are set up in Procore and that all construction project documentation is up to date and complete in Procore throughout implementation and at time of project closeout (including construction documents, submittals, RFIs, warranty information, etc.)
Work with the Labor Compliance Team to ensure all local labor compliance regulations are met. Follows up with subcontractors as needed to assist Labor Compliance in collection of documents
Coordinate with post-construction teams for savings guarantees and expected maintenance activities during development/implementation and ensures a smooth transition at the end of construction
May perform other duties as assigned
What you'll bring:
Bachelor's Degree in related field
Minimum of 7 years' experience in a similar role
Clear technical communication skills, both verbally and in writing in which you are proficient with Microsoft Office Applications (Word, Excel, PowerPoint and Project);
Ability to review construction plans and specifications for a variety of scope types
Ability to prepare and write accurate customer reports and RFX responses, with attention to customer goals and needs
Understanding of contract scopes of work, and alignment with subcontractor scopes of work
Understands general construction methods and has ability to work with construction manager to implement projects
Analytical and financial analysis skills to predict customer project economics and manage project budgets
Ability to handle multiple assignments on a timely basis with a high degree of accuracy.
Negotiation skills that protect ENGIE's interests on a given project, while building customer and vendor/subcontractor rapport
Advanced understanding of design, construction and operations of commercial renovation projects; experience K-12 and University capital improvement projects
Ability to create and execute on project development and delivery schedules
Excellent adherence to schedule, and collaborative problem-solving skills to maintain budget, schedule and customer satisfaction
High standards of accuracy, appearance and thoroughness of project documentation
Additional Information:
Must be eligible to work for any U.S. employer without the need for sponsorship now or in the future
Must be available to travel up to 40% of the time and with the need for some overnight trips
Must possess a valid U.S. driver's license/clean driving record
Must be willing and able to comply with all ENGIE ethics and safety policies
The noise level in the work environment is usually moderate
Outdoor work may expose the employee to weather conditions
Ability to meet highest attendance requirements
Ability to handle multiple assignments on a timely basis with a high degree of accuracy
Why ENGIE?
ENGIE North America isn't just participating in the Zero-Carbon Transition, we're leading it! Join us as we develop energy that is renewable, efficient, and accessible to everyone.
Unite with us in leading the transformation of the world of energy! ENGIE is looking for talented and motivated individuals to create the future of energy and customer solutions. Join a rewarding and flexible work environment that encourages innovation and creativity to help customers meet their energy challenges today and in the future. Are you up for the challenge?
At ENGIE, our goal is to support, promote, and thrive on diversity, equity, and inclusion. We do so for the benefit of our employees, customers, products and services, and community. ENGIE is proud to be an equal opportunity workplace, and we are firmly committed to creating an equitable and inclusive environment for all employees.
We are committed to providing employees with a work environment free of discrimination and harassment. All employment decisions at ENGIE are based on business needs, job requirements, and individual qualifications. ENGIE is committed to providing equal employment opportunities regardless of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship, age, sex or gender (including pregnancy, childbirth, and related medical conditions), gender identity, or gender expression (including transgender status), sexual orientation, marital status, civil union, or domestic partnership status, military service or veteran status, physical or mental disability, protected medical condition, genetic information, or any other legally protected category (referred to as "protected characteristics") as defined by applicable federal, state or local law in the locations where we operate.
Salary ranges will be included on the formal job posting once a specific level of opportunity is determined and posted
Actual salary offered may vary depending on geography, experience, education, internal pay alignment, or other bona fide factors
In addition to salary, this position is eligible for a competitive bonus / incentive plan
At ENGIE we understand that benefits matter, we offer competitive benefit options including medical, dental and vision coverage, life insurance, employer paid short-term and long-term disability insurance, paid vacation, holidays, sick leave, parental leave, and a 401(k) Retirement Savings Plan option with a company match
More information can be found here: Discover our employee benefits
ENGIE complies with all federal, state, and local minimum wage laws.
Your talent acquisition partner can share more specific information regarding the salary for the position based on the work location.
If you need assistance with this application or a reasonable accommodation due to a disability, you may contact us at . This email address is reserved for individuals with disabilities in need of assistance and is not a means of inquiry regarding positions or application status. Chicago, IL, US, 60654Posted a day ago Apple Business Expert - B2B Business Expert - Account Manager. Apple As a Business Expert, you introduce Apple solutions, technology, and services to business customers. You spend time on the sales floor, meeting first-time and current business customers and learning their needs. You generate new leads and build relationships, connecting over the phone or through in-store workshops and events. You discover customer needs through briefings and work with the Business Team to prepare and present proposals. For customers with more complex needs, you work with the entire Business Team to craft the ideal solutions. Finally, you inform and offer customers the complete suite of sales support options. By engaging customers to think about the possibilities of Apple technology in their businesses, you help build success - not only for your team, but for our customers as well. Naperville, IL, US, 60564Posted a day ago Site Planning Administrator . Givaudan Fragrances In the USA, we develop, market and produce a wide array of solutions from our 25 most innovative sites, based across the country. Stretch your skills, create and get inspiration from passionate colleagues. Every day, your energy, your thirst for knowledge, and your creativity will shape our future, making a positive difference on billions of people. Every essence of you enriches our world. We are Givaudan. Human by nature. Bedford Park, IL, US, 60499Posted a day ago