Administrative Assistant

Description

Administrative Assistant

Location: Collinsville, IL

Department: HR Admin 

Employment Type: Full-time

Reports To: Executive Assistant 

About BHMG

BHMG is a leader in utility-focused engineering and consulting, serving electric companies, municipalities, and organizations with large energy needs. For over 50 years, we’ve been the trusted partner organizations rely on to solve complex challenges and reimagine what’s possible. 

At BHMG, you’re not just doing a job, you’re building a meaningful career with a company that lives its mission every day:

We empower our team, encourage ownership and innovation, and create an environment where you can enjoy your work, do your best, and make a meaningful impact. 

Position Summary

We’re seeking an Administrative Assistant to work out of our Collinsville, Illinois office location.  This role provides advanced administrative and operational support to ensure the office functions efficiently and professionally. The Administrative Assistant independently manages complex tasks, supports leaders with elevated administrative needs, and contributes to continuous improvement of office processes, coordination, and overall effectiveness.

Key Responsibilities

The Administrative Assistant shares responsibility with the department for producing work consistent with our mission and quality-first culture. This role supports departmental goals, maintains high-quality standards, promotes teamwork, and responds effectively to internal and external client needs.

• Support daily office operations, including answering phones, responding to emails, and greeting visitors.
• Provide general administrative support such as data entry, document preparation, scheduling meetings and appointments, maintaining room calendars, and coordinating travel arrangements.
• Order and maintain office supplies for conference rooms, the café, mailing areas, and copy rooms.
• Own the fleet vehicle process, including scheduling and tracking maintenance, monitoring usage and logs, managing inspections and documentation, coordinating repairs or detailing, and ensuring vehicles remain compliant, safe, and ready to use.
• Serve as the primary escalation point for office operations, resolving facilities, equipment, and vendor issues using proactive problem solving.
• Assist with coordination of company meetings, trainings, and events from initiation through completion, including logistics, materials, technology setup, and catering. 
• Prepare professional reports, presentations, spreadsheets, and correspondence with minimal direction, ensuring accuracy and quality. 
• Lead administrative projects such as office moves, workstation setups, equipment upgrades, and vendor transitions by managing communication, timelines, and deliverables.
• UPS and Shipping Management – Handle all outgoing and incoming UPS and package shipments, coordinate pickups, manage shipping supplies, and troubleshoot any delivery issues. 
• Other duties as assigned.

Requirements

Education/Experience:

• Associate’s degree in Business Administration, Communications, or related field.
• Two or more years of administrative support experience, with demonstrated progression in responsibility and complexity.
• Familiarity with CRM platforms (e.g., Salesforce, HubSpot, Dynamics, or similar) preferred.
• Experience coordinating vendors, service providers, facilities needs, and office supply management. 

Skills:

• Skilled in daily office administration, including scheduling, document preparation, phone/email management, and visitor support.
• Strong organizational abilities with proven capacity to multitask and manage competing priorities accurately.
• Proficient in Microsoft Office Suite (Outlook, Excel, Work, PowerPoint, Teams) and basic data-entry tools.
• Excellent interpersonal, written, and verbal communication skills with a professional, service-oriented approach. 

What We Offer:

At BHMG, we’re committed to raising the bar for what it means to work at an engineering and consulting firm. Our people are passionate, collaborative, and driven by a shared commitment to quality and solutions.

We offer a competitive, comprehensive compensation package, including:

• Company-paid medical, dental, and vision insurance
• Company-paid life and disability insurance
• Paid holidays and paid time off
• 401(k) retirement plan
• Paid parental leave
• Flexible schedules for strong work-life balance
• Professional licensure and development support
• A fun, respectful, and team-oriented culture
• And much more!

At BHMG, our pay ranges are broad to allow for movement within our organization and to accommodate different skill sets and levels of expertise. The pay range for this position is $50,000.00 - $70,000.00 annual. This range encompasses multiple levels of the role. It is not typical for an individual to be hired at or near the top of the pay range. In addition, this position is eligible to earn additional compensation including annual incentive payments based on individual and company performance. Career level and compensation decisions are dependent on the facts and circumstances of each case. We take into consideration a variety of factors including, but not limited to, skills, abilities, experience, education, credentials, and internal equity when determining the base salary offered. 

BHMG Engineers, Inc. is proud to be an Equal Opportunity Employer, including women, minorities, veterans, and individuals with disabilities.