Administrative Assistant

F.H. Paschen•Chicago, IL

5d•$45,000 - $55,000

About The Position

F.H. Paschen has over 115 years of experience in the construction industry. You’ve driven on highways we paved, you’ve travelled through airports we modernized, you’ve commuted through rail stations we constructed, and your children learn in schools we built. But we are MORE than that. We offer MORE Versatility —as we work in any industry, offering any delivery method and service. We operate with MORE Tenacity —as we maneuver through tight schedules, spaces, and budgets. We provide MORE Ingenuity —by creating solutions to solve your greatest challenges. And we perform with MORE Pride—in focusing on safety and quality, and in offering more opportunities for our communities and diverse populations to build with us. We deliver far more than just on time and on budget—we deliver with MORE Paschen . Position Overview: Provide administrative support to project managers, engineers, and other team members, ensuring smooth and efficient operations within the construction projects. This position reports to the Office Manager and/or the project team.

Requirements

High school diploma or equivalent; associate degree or certification in administrative assistance is a plus.
Proven experience in an administrative support role, preferably in the construction or related industry.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with project management software.
Strong organizational skills with the ability to multitask and prioritize tasks effectively.
Excellent communication skills, both written and verbal, with a professional and 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.
Familiarity with construction terminology and processes is desirable but not required.

Responsibilities

Manage incoming and outgoing correspondence, including phone calls, emails, and mail, and respond or redirect inquiries as appropriate.
Assist with data entry, document formatting, and other administrative tasks to support project management activities.
Maintain organized project files and records, both in physical and electronic formats, ensuring easy access and retrieval of information.
Generate subcontractor pay applications and voucher for payment.
Coordinate and manage subcontractor payments, including timely and clear communication with subcontractors on paperwork required for release of payment.
Collect, review, and file certified payrolls and lien waivers.
Verify subcontractor insurance for compliance with contract requirements.
Maintain billing & check logs and tracking sheets.
Prepare and send subcontracts and change orders, route internally, and file.
Process vendor/supplier accounts payable vouchers for payment.
Log and track owner payments 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 people.
Enter certified payroll into LCP Tracker software for payroll reports for FHP trade people.
Enter compliance information for various owners, utilizing owner provided software programs when applicable.
Order office supplies and restock break room.
Sort, distribute and process daily mail for the division.
Other duties as assigned.