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Administrative Assistant

dbHMS
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Chicago, IL, USA
Nov 07, 2026
Hospitality-Hotel Human Resources
Administrative Assistant 
 
Firm Overview
Do more than just build! At dbHMS, we are a collection of doers and thinkers. We combine our passion for engineering with our client’s vision to realize successful construction projects in our community and worldwide. Together with our clients, we are dedicated to leaving a legacy of stewardship and innovation through our impact on the built environment. Our staff of talented individuals and unique characters is united in their dedication to deliver high-performance, efficient, and sustainable buildings worldwide. 

Our Administrative Team, in our Chicago office is seeking an Administrative Assistant. This role will support the Human Resources team while working closely with other administrative team members to ensure the firm’s success. 

Our dynamic work environment provides the perfect opportunity to advance your career while developing and fine-tuning your skills along with offering a supportive office culture, diverse workforce, flexible work schedules, and regular social events. At dbHMS, you will find everything you need for an exciting, challenging, and rewarding career.

dbHMS is committed to a diverse workforce and to providing a safe, accessible workplace. dbHMS currently operates with both hybrid and remote-only work policies. While performing the duties of this job, the employee is regularly required to sit and frequently is required to walk. The work typically requires the use hands to type, handle or feel; reach with hands and arms; and talk or hear. The employee is regularly required to stand and perform work in the field. The typical week consists of five, eight-hour shifts.

dbHMS offers a competitive benefits package* that includes:
  • 401(k)
  • Insurance - Health, Dental, Vision and Life
  • Paid Time Off
  • Professional Trade Organization dues re-Imbursement
*Waiting period may apply.
​
Position Overview
The Administrative Assistant provides administrative, recruitment, onboarding, and office management support to the Human Resources team and broader organization. This role assists with interview coordination, onboarding activities, employee record maintenance, policy updates, office operations, and workplace logistics. The ideal candidate is highly organized, detail-oriented, customer-service focused, and comfortable communicating with employees, candidates, vendors, and external partners. The successful candidate will demonstrate strong multitasking abilities, professionalism, and a commitment to maintaining an efficient and welcoming workplace environment.

Requirements
  • 0 – 2 years of professional experience.
  • Proficient with technology and capable learning and applying new software.
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Strong organizational and time management skills.
  • Ability to maintain confidentiality and handle sensitive information.
Essential Job Functions
Recruitment & Onboarding Support
  • Maintain and update the Applicant Tracking System (ATS).
  • Schedule interviews and coordinate communication between candidates and interviewers throughout the hiring process.
  • Provide timely candidate status updates to hiring teams.
  • Verify and document candidate professional references.
  • Support the Recruitment Coordinator with the planning and execution of recruitment activities, job fairs, and hiring events.
  • Assist with the coordination and scheduling of new hire onboarding activities.
  • Assist with the development and implementation of onboarding processes and procedures.
  • Track and maintain employee annual review schedules.
  • Track and maintain new hire onboarding materials, equipment, and inventory records.
HR Administrative Support
  • Track and maintain employee annual review schedules.
  • Assist with updating and enforcing the employee handbook, HR policies, and procedures as needed.
  • Maintain accurate and confidential employee records and documentation.
Office Administrative & Facilities Support
  • Manage day-to-day office operations and maintenance needs to ensure a professional, organized, and functional workplace.
  • Receive, distribute, and track incoming packages and deliveries.
  • Monitor and order office, kitchen, and workplace supplies to maintain appropriate inventory levels.
  • Coordinate seasonal office decorating, support employee engagement programs, recognition activities, and office culture initiatives.
  • Manage employee and visitor building access, including syncing and assigning key fobs for office suite access.
  • Coordinate catering and logistics for company meetings, employee events, and training sessions.
  • Assist with departmental projects and special assignments as needed.
Additional Preferred Qualifications
  • Associate's or Bachelor's degree in Business Administration, Office Administration, Human Resources, Organizational Leadership, Communications, or a related field (preferred, not required).
  • Experience with Paycor’s Applicant Tracking System (ATS).
  • Familiarity with the AEC industry.
Personal Qualities, Other Skills/Abilities
  • Demonstrate strong organizational skills and ability to keep track of various items with awareness on their level of importance.
  • Have an intuitive understanding of how to move assignments forward based on the desired outcome.
  • Excellent verbal and written communication skills.
  • Demonstrates confidence in managing up and willingness to learn, and resilience by taking feedback in stride.
  • Motivated self-starter and fast learner committed to learning on the job and personal self-development.
  • Excellent customer service and interpersonal skills with the ability to interact professionally with employees, vendors, clients, and visitors.

About dbHMS
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