Administrative Assistant

F.H. Paschen•Chicago, IL

About The Position

F.H. Paschen is a construction company with more than 115 years of industry experience. The company works across industries and delivery methods, emphasizing versatility, tenacity, ingenuity, safety, quality, and opportunities for communities and diverse populations. The Administrative Assistant provides support to project managers, engineers, and other team members to help ensure smooth and efficient construction project operations. The position reports to the Office Manager and/or the project team. Work includes correspondence, project documentation and records, subcontractor and vendor payment administration, payroll and compliance reporting, onboarding paperwork, timecards, office supplies, and mail processing.

Requirements

High school diploma or equivalent.
Proven experience in an administrative support role, preferably in construction or a related industry.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Familiarity with project management software.
Strong organizational skills and ability to multitask and prioritize effectively.
Excellent written and verbal communication skills and a professional, courteous demeanor.
Attention to detail and accuracy in data entry and document management.
Ability to work independently with minimal supervision and as part of a team.
Adaptability and willingness to learn new tasks and procedures.

Nice To Haves

Associate degree or certification in administrative assistance.
Familiarity with construction terminology and processes.

Responsibilities

Manage incoming and outgoing correspondence, including phone calls, emails, and mail, and respond to or redirect inquiries as appropriate.
Assist with data entry, document formatting, and other administrative tasks supporting project management activities.
Maintain organized physical and electronic project files and records for easy access and retrieval.
Generate subcontractor pay applications and payment vouchers.
Coordinate subcontractor payments and communicate required payment-release paperwork to subcontractors.
Collect, review, and file certified payrolls and lien waivers.
Verify subcontractor insurance for compliance with contract requirements.
Maintain billing and check logs and tracking sheets.
Prepare and send subcontracts and change orders, route them internally, and file them.
Process vendor and supplier accounts payable vouchers for payment.
Log and track owner and subcontractor payments in multiple systems.
Assist with onboarding paperwork for new FHP trade workers.
Generate and submit department timecards.
Generate Illinois Department of Labor (IDOL) payroll reports for FHP trade workers.
Enter certified payroll information into LCP Tracker for payroll reports for FHP trade workers.
Enter compliance information into owner-provided software programs when applicable.
Order office supplies and restock the break room.
Sort, distribute, and process daily mail for the division.
Perform other duties as assigned.