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Facilities Administrative Assistant

Aston Carter • Elk Grove Village, IL • 4h ago

Qualifications:

Minimum of 3 years of strong administrative work experience.

Proficient in Microsoft Office Suite and email communication.

Proficiency in Excel data entry and Microsoft Outlook.

Strong administrative support skills and experience.

Effective calendar management, organizational, and planning skills.

High School Diploma or GED equivalent required; associate or bachelor's degree preferred.

Work Environment

The role is based at the front desk in a new, nice facility attached to a warehouse. The work schedule is flexible, with many employees starting at 7:00 AM and ending at 5:00 PM.

Job Description

This role requires a dynamic Facilities Administrative Assistant who is eager to enhance their professional experience in a fast-paced, team-oriented environment. This critical team member will perform a wide variety of specialized and administrative functions to support the entire business. The ideal candidate will possess strong organizational and communication skills and have a proven track record of achieving results. As the first point of contact, it is essential for the candidate to leave each visitor with a positive impression of the business. Responsibilities include greeting visitors, providing information about the organization, sorting and distributing mail, requisitioning supplies, and performing general office support.

Responsibilities

Professionally greet, direct, or assist visitors, ensuring they sign-in and create a name tag.

Coordinate and maintain documentation related to ITAR for visitors in coordination with Compliance.

Provide general administrative support to the entire business, including the Executive Team, by handling tasks such as daily reporting, scheduling, correspondence, and expenses.

Schedule and organize meetings, appointments, travel, and departmental activities, including lunch orders and dinner reservations.

Manage and maintain key distribution groups and lists for team safety programs, such as evacuation groups, Fire Wardens, and First Responder listings.

Receive, sort, and forward incoming mail, and assist with mass, special, and certified mailings.

Assist in ordering, receiving, stocking, and distributing office supplies, including break room and janitorial supplies.

Perform administrative duties such as photocopying, faxing, filing, collating, and data entry.

Type memos, correspondence, reports, and visual presentations as required.

Support activity and event coordination, such as All Hands Meetings, Social Committee Activities, and the annual summer event.

Act as backup for the Sr. Facilities & HSE Manager for key metric reporting in Safety and Maintenance, and attend daily meetings to provide status updates in the manager's absence.

Serve as administrator for new employee setup in Safety and Security systems, including creating security badges, assigning secure area access, emergency group assignments, and required Safety Training based on OSHA requirements.

Perform various administrative duties and assist with special projects as assigned.

Job Type & Location

This is a Permanent position based out of Elk Grove Village, IL.

Pay and Benefits

The pay range for this position is $25.00 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Elk Grove Village,IL.

Application Deadline

This position is anticipated to close on Dec 15, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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