Administrative Support

Aston Carter•Des Plaines, IL

1d•$30 - $30•Onsite

About The Position

A Construction Company in Des Plaines is seeking a highly organized and proactive Administrative Assistant to support daily office operations and assist project teams, leadership, and field personnel. This individual will play a critical role in ensuring smooth communication, accurate documentation, and efficient administrative processes within a fast-paced construction environment. The ideal candidate thrives in a deadline-driven setting, can manage multiple priorities simultaneously, and enjoys being the go-to person for keeping operations organized and moving forward.

Requirements

3–7+ years of administrative, office support, executive assistant, or project coordination experience.
Proficiency with Microsoft Office Suite (Excel, Word, Outlook, Teams).
Strong organizational and multitasking abilities.
Excellent written and verbal communication skills.
Ability to prioritize competing deadlines with minimal supervision.
High attention to detail and accuracy.
Professional demeanor and customer-service mindset.

Nice To Haves

Experience within construction, engineering, architecture, manufacturing, or contractor environments.
Familiarity with construction documentation, purchase orders, subcontractor agreements, RFIs, change orders, or project schedules.
Experience supporting multiple managers or departments simultaneously.
Associate's or Bachelor's degree preferred but not required.
Experience with ERP, accounting, or project management software (Viewpoint, Procore, Sage, CMiC, etc.).
Be a self-starter with a "roll-up-your-sleeves" attitude.
Enjoy supporting a variety of projects and personalities.
Be comfortable working in a fast-paced construction culture.
Demonstrate professionalism, discretion, and strong follow-through.
Have the flexibility to adapt as business needs change.

Responsibilities

Provide administrative support to project managers, estimators, superintendents, and company leadership.
Answer phones, greet visitors, and manage incoming correspondence.
Prepare, maintain, and organize project files, contracts, permits, submittments, and other construction documentation.
Assist with bid packages, project closeout documents, and compliance paperwork.
Coordinate meetings, travel arrangements, and company events.
Track purchase orders, invoices, subcontractor documentation, and certificates of insurance.
Maintain office supplies and coordinate vendor relationships.
Support onboarding paperwork for new hires and subcontractors.
Take meeting notes and distribute action items.
Assist with scheduling and calendar management.