Careers

Administrative Assistant

FIRM baso, Ltd.

LOCATION Evergreen Park, IL

COMMITMENT Full time

START Immediately

INDUSTRY Construction Management/Owner’s Representative Services (Project Management)

ABOUT BASO, LTD.

baso, Ltd. is a Latina-owned owner’s representative firm managing some of the most impactful projects across overlooked Chicagoland communities. baso provides pre-construction through construction and close-out services prioritizing budget, schedule, quality, equity and impact. Since 2016, baso has worked across the public and private sectors advocating for equitable design and construction to ensure projects have a positive, generational impact in their communities. We believe projects can build and maintain community wealth and demonstrate this through our partnerships. Through our network of minority and woman-owned design and construction firms, our projects achieve well over 70% MBE/WBE/VOB participation. Project values range from $50k-$45m and include commercial, educational, mixed-use, affordable housing and residential projects.

ABOUT THE POSITION

Background

As the Administrative Assistant, you will support the President with the day-to-day management of the President’s calendar and other daily tasks. In our industry, projects can move fast, decisions can change, and budgets can shift, so it is essential to ensure the President is managed adequately to cover all immediate items and deliverables along with daily tasks. In addition, because the Administrative Assistant is working hand in hand with the President, it is critical to have good management to resolve our various challenges.

Essential Duties & Responsibilities

To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Attend and/or present at meetings

  • Assist with recruiting for internal positions

  • Assist President with various administrative duties

  • Process and manage invoices

  • Manage President’s expense report coordination

  • Manage monthly payout of internal expenses

  • Obtain and track accounts payables

  • Track and delegate tasks while assisting in driving the completion of deliverables and following up on outstanding items

  • Manage, plan, coordinate, and ensure the President’s schedule is followed and respected.

    • Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the President’s time and office

  • Report to the President on a transparent and consistent basis

  • Oversee office Management

    • Manage access to the building, greet guests, receive packages and deliveries

    • Provide access to cleaning crew every Saturday at 8am and instruct crew of any areas needing attention

  • Oversee and manage light HR deliverables

  • Oversee and manage baso payroll

  • Manage employee benefits

  • Monitor the budget status and note irregularities, report financial updates for yearly and quarterly reviews, and review with the President and Principal

  • Procure of professional services for office needs

  • Development and tracking of detailed baso budgets

  • On-call for company questions and emergencies

  • Answer email and phone calls

  • File electronic documents

  • Collect, review, and process invoices from vendors and consultants

  • Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives along with baso, Technica as needed

  • Organize, execute, and assist with internal team activities/outings/team building

  • Document writing and editing for President’s meetings, presentations, memos, etc.

  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures

  • Have fun at work and help others do the same

Competencies

To perform the job successfully, an individual should demonstrate the following:

Communications - Exhibits good listening and comprehension. Expresses ideas and thoughts in written form. Expresses ideas and thoughts verbally. Keeps others adequately informed. Selects and uses appropriate communication methods.

Customer Service - Displays courtesy and sensitivity. Manages difficult or emotional customer situations. Meets commitments. Responds promptly to customer needs. Solicits customer feedback to improve service.

Dependability - Commits to doing the best job possible. Follows instruction. Keeps commitments. Meets attendance and punctuality guidelines. Responds to requests for service and assistance. Takes responsibility for own actions.

Planning & Organization - Integrates changes smoothly. Plans for additional resources. Prioritizes and plans work activities. Sets goals and objectives. Uses time efficiently. Works in an organized manner.

Quality - Fosters quality focus in others. Improves processes. Measures key outcomes. Sets clear quality requirements. Solicits and applies customer feedback.

Use of Technology - Adapts to new technologies. Demonstrates required skills. Keeps technical skills up to date. Troubleshoots technological problems. Uses technology to increase productivity.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

  • Bachelor's degree from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.

Language Ability:

  • Read, analyze, and interpret complex documents. Respond effectively to sensitive inquiries. Write speeches and articles using innovative techniques. Make persuasive presentations on complex topics to management, public groups and/or boards of directors.

  • Working proficiency in Spanish preferred.

Mathematical Ability:

  • Add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Compute rate, ratio, and percent, and draw and interpret bar graphs. 

Reasoning Ability:

  • Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Interpret a variety of instructions furnished in written, oral, diagram, or schedule form. 

Computer Skills:

  • Working knowledge of excel and other spreadsheet programs.

  • Working knowledge of standard administrative and collaboration software (e.g., Microsoft Office, Google Workplace, Asana, Deltek Ajera, Google Email, Google Sheets, basic graphics, etc.)

Certificates and Licenses:

  • Applicant must possess valid driver’s license.

  • Registered Notary in State of Illinois or obtain Notary Registration within two months of employee start date.

Supervisory Responsibilities:

  • Oversee yearly summer intern program.

  • Direct and mange junior staff that are supporting the accounting, contract administration and marketing departments.

Technology:

  • Accounting software -  Deltek Ajera

  • Analytical software -  Excel

  • Calendar and scheduling software -  Google Calendar

  • Data base reporting software -  Asana

  • Construction Software - Bluebeam

Knowledge:

  • Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

  • English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

  • Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

  • Computers and Electronics - Knowledge of computer hardware and software, including applications and programming.

  • Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Skills:

  • Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

  • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.

  • Speaking - Talking to others to convey information effectively.

  • Service Orientation - Actively looking for ways to help people.

  • Writing - Communicating effectively in writing as appropriate for the needs of the audience.

Work Activities:

  • Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

  • Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

  • Interacting With Computers - Using computers and computer systems (including hardware and software) to program, set up functions, enter data, or process information.

  • Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.

  • Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others and maintaining them over time.

Work Styles:

  • Integrity - Job requires being honest and ethical.

  • Attention to Detail - Job requires being careful about detail and thorough in completing work tasks.

  • Dependability - Job requires being reliable, responsible, dependable, and fulfilling obligations.

  • Cooperation - Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.

  • Concern for Others - Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.

  • Concern for Communities of Color - Job requires being aware of the inequities communities of color face when engaging in development projects and being understanding and helpful on the job with clients, partners and staff members.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • baso offices are located in a two story building.

  • Guests have access to the first floor and employees are located on the second floor.

  • Working area consists of an open floor plan with banks of desks.

  • Music is regularly played out loud. 

  • Laughter is routinely heard throughout the day.

  • There are designated quiet spaces for employees to use throughout the day as well as an arcade for those that require noise and activity to destress. 

  • There is a residential kitchen where meals can be prepared or re-heated.

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is REGULARLY required to SIT, STAND, WALK; USE HANDS OR FINGERS, HANDLE, OR FEEL; REACH WITH HANDS AND ARMS; CLIMB OR BALANCE; STOOP, KNEEL, CROUCH; TALK OR HEAR. The employee must FREQUENTLY lift and/or move up to 30 pounds. 

The above job description is not intended to be an all-inclusive list of duties and standards of the position.  Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

BENEFITS

  • Onboarding and trainings

  • Health and dental insurance

  • Flexible working hours

  • Anti-bias/anti-racist education, cultural competency training, and intro to systemic racism training through a third party

  • Supportive, small business work environment

  • Be part of a Latina-owned firm

  • Learn from BIPOC staff with decades of experience in the industry

TO APPLY

Please submit resumes and cover letters to baso president Claudette Soto (careers@basoltd.net).

In your cover letter, please address your eagerness to work in communities of color and what assets you will bring to our team.