Office Coordinator - Administrative Division

An exciting opportunity is available to join Gewalt Hamilton Associates (GHA), an employee-owned, multi-faceted civil engineering and land surveying company that has built a reputation of civil engineering with a personal approach. We are seeking an Office Coordinator to join our growing Administration team in Vernon Hills, Illinois.

How you will make an impact: 

The Office Coordinator will report to the Executive Assistant and perform administrative tasks such as front office & workplace coordination, office operations & administrative support, and coordination and cross-functional support. This role is an nonexempt, hourly, position. 

Responsibilities:

• Serve as the primary point of contact for the office, including greeting visitors and directing them appropriately. 

• Manage incoming phone calls by answering, screening, and redirecting calls as needed; assist with voicemail routing when associates are unavailable. 

• Maintain a professional reception area that reflects the organization’s values and brand. 

• Provide general information to employees, visitors, and callers (e.g., directions, office contacts, procedures). 

• Coordinate incoming and outgoing mail, packages, and courier services (e.g., FedEx, UPS). 

• Order, receive, stock, and distribute office supplies; monitor inventory and place orders as needed. 

• Support office services such as copying, scanning, filing, and document coordination. 

• Assist with coordinating internal meetings and office events, including room setup and refreshments as needed. 

• Help coordinate office moves, workspace changes, and general facilities‑related needs.

• Provide administrative support to the Administration team and assist other departments as needed. 

• Participate in special projects or departmental initiatives related to office operations and efficiency. 

• Identify opportunities for improving office processes, organization, and employee experience. 

Why GHA?

Join our dynamic team and enjoy a comprehensive benefits package designed to support your personal and professional growth. We offer generous Paid Time Off (PTO), seven paid holidays, and additional floating holidays. New parents can take advantage of our Parental Leave, while our Educational Assistance and Tuition Reimbursement programs empower you to continue your education and advance your career. Our health and well-being are our priority, which is why we provide robust health insurance options, including medical, dental, and vision coverage, along with FSA and HSA spending accounts. Secure your future with our 401k Profit Sharing, Bonus Programs, and Employee Stock Ownership Plan (ESOP). For added peace of mind, we offer Voluntary Life and AD&D insurance, Short-term and Long-term Disability coverage, and Legal insurance. With our Employee Assistance Program (EAP) and much more, we are committed to supporting you every step of the way. Join us and be a part of a team that values and invests in you!

What you will bring to Gewalt Hamilton Associates, Inc.:

Education:

• High school diploma or GED required; associate degree or coursework in office administration or business preferred. 

• A minimum of intermediate skills in Word, Excel, and PowerPoint required, with expert skills in each preferred. 

Experience:

• Prior experience in an office coordination, administrative assistant, receptionist, or similar role preferred

Knowledge, Skills, and Abilities:

• Excellent interpersonal, communication, and conceptual-thinking skills. 

• Strong organizational and time management skills with ability to prioritize and multitask. 

• Excellent verbal and written communication skills, with attention to grammar and professionalism. 

• High level of accuracy and attention to detail. 

• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint) required. 

• Ability to work independently while also collaborating across teams. 

• Customer-service mindset with a positive, helpful, and professional demeanor. 

• Willingness to pitch in and support office needs as they arise. 

ADA SPECIFICATIONS
The physical demands and work environment described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be honored to enable individuals with different abilities to perform the essential functions.

• May require occasional bending and lifting up to 50 pounds.
• May require periodic travel up to 30%.

EQUAL EMPLOYMENT OPPORTUNITY POLICY:
GHA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.