Administrative Assistant
Join our team of over 1,000 employees as an Administrative Assistant supporting our Woodridge and Bolingbrook, IL facilities. You'll report to the Administrative Services Director and handle various administrative and office coordinator duties across both locations.
The Role
As an Administrative Assistant at AMS, you're the behind-the-scenes support that keeps the office running. You'll handle a mix of administrative and clerical tasks while supporting project managers and staff to keep daily operations moving smoothly.
You'll prepare and process subcontract documents, maintain files, spreadsheets, and logs, and help coordinate meetings, appointments, and Lunch & Learns — catering included. The role also covers general office support like correspondence, incoming and outgoing packages, and backing up the receptionist and fellow admin staff when needed. As an employee-owned company, the office you support is one you share in, with Quality, Integrity, Reliability built into every task.
What You'll Own
- Prepare and process AMS subcontract documents, and enter subcontracts into accounting software.
- Follow up on fully compliant documents and maintain spreadsheet logs with current data.
- Schedule and coordinate PM / Lunch & Learn meetings and appointments.
- Order and pick up catering for in-house meetings.
- Manage and update Simple In/Out.
- Enter credit card receipts into the Greensheets program for assigned staff.
- Receive, sort, and distribute incoming and outgoing correspondence and packages.
- Prepare UPS packages.
- Inventory and stock kitchen, bathroom, and office supplies.
- Prepare and edit written correspondence, communications, manuals, and reports.
- Perform general office support duties including copies, printing, scanning, filing, and maintaining calendars of activities, meetings, and events for assigned staff.
- Maintain and update files, spreadsheets, and logs with current data.
- Communicate with various departments and third parties to gather information and prepare reports and documents.
- Answer receptionist overflow calls with other administrative staff.
- Back up and work together with other administrative staff.
- Maintain electronic and hard copy filing systems, and retrieve documents from the archive filing system.
What You Bring
- High school diploma or equivalent; associate's degree or relevant certification is a plus.
- Proven experience in an administrative role, preferably in a construction or industrial environment.
- Intermediate to advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook.
- Mature, professional, and personable, with a polished delivery on all assignments.
- Ability to handle confidential information with the utmost discretion.
- Professional written and verbal communication skills, representing the company well.
- Strong follow-through skills to see projects to completion.
- Above-average proofreading skills with a history of accuracy and thoroughness.
The Package
More Than A Paycheck
As a 100% employee-owned company, your success is literally shared. We back our standard of excellence by investing in the people who deliver it.
No Black Holes
How Hiring Works
Apply
Send your resume. Five minutes, no endless forms.
Phone Screen
A real conversation with Megan about your experience and goals.
Team Interview
Meet the estimating team and walk through how you work.
Offer
A clear, competitive offer with the full ESOP picture.
Welcome
Onboard as an employee-owner and start winning work.
