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Office Administrator (003467)
Job Number: 003467
Job Title: Office Administrator
Number of Openings: 1
Job Type (Employment Type): Full Time
Country: United States
State/Province: Illinois
City: Chicago
Salary Interval: Per Year
Job Category: General - Administration
Career Level: Junior(non-manager)
Level of Education: Four-Year Degree
Years of Experience: 2
Position Description

Cambridge Systematics, Inc. is shaping the future of transportation. We are industry leaders, transportation specialists dedicated to ensuring that transportation investments can deliver the best possible results. By providing innovative policy and planning solutions, objective analyses and technology applications, we help our clients anticipate and meet future transportation needs while improving the performance of existing infrastructure and operations. Above all, we are committed to our clients’ success in making transportation better for future generations.

The Contracts Group is part of the Corporate Services team. We work collaboratively with the other Corporate Services groups and all of the business lines. The Group’s responsibilities include: reviewing and providing comments on requests for proposals, preparing and negotiating contracts for our projects and initiating and maintaining records pertaining to the Company’s project work. Our goal is to provide exceptional service to our internal and external clients.

We are looking to add an Office Administrator to the team in Chicago.  The Office Administrator is responsible for managing the day-to-day operations of the Chicago office including facilities maintenance, security, staff logistic support, project support and event coordination. This individual also supports the day to day administrative needs of the Contracts department.


Essential Duties and Responsibilities

Contracts Support
•Acts as the primary contact for assignment of all Contracts related requests •Distributes all incoming requests; prepares subcontracts and consultant agreements; task orders; modifications; time extensions; and purchase orders •Obtains certificates of insurance that are then sent to clients and prime contractors

Facilities Maintenance Branch Office
•Manages all aspects of office facilities, including copy rooms, supply rooms, audio visual equipment, library, mailroom, and kitchen •Responsible for working with building maintenance and engineering through service requests for floor and suite issues as well as any fire life safety equipment or drills •Maintains position of Floor Warden for fire life safety direction of the tenant suite and the common areas of the floor •Orders all office and kitchen supplies as needed for office and remote employees •Keeps kitchen and supply rooms stocked and cleaned throughout the day (including maintenance of all appliances and kitchen equipment) •Prepares coffee for office staff •Liaise with equipment, supply, and delivery vendors •Maintains conference rooms

Administrative Support
•Prepares employee expense reports •Arranges employee travel •Additional tasks to include data entry, filing, and special projects as needed •Prepares meeting minutes as needed

•Operates switchboard to answer, screen, or forward calls, providing information and taking messages as needed •Greets visitors and vendors entering the office •Maintains visitor badges, sign-in book and/or reception calendar as required

Event Coordination/Employee Welfare
•Coordinates with food services at internal meetings, Activities Committee events •Arranges delivery of flowers, gift baskets, donations including personal letters and condolence cards



Position Requirements

Bachelor's degree required
2-5 years of applicable experience


Background Check Required--Criminal, Education, Identity