Construction Administrator

Aston Carter•Des Plaines, IL

7d•$30 - $32•Onsite

About The Position

The Construction Administrator provides comprehensive administrative and clerical support to ensure efficient operations across all active projects and departments. Reporting to the Director of Finance and Administration, this role supports office management functions, project administration, and Executive Assistant responsibilities within a growing construction firm. The ideal candidate is self-motivated, ambitious, detail-oriented, and demonstrates excellent time management skills while working independently in a fast-paced, team-oriented environment.

Requirements

Minimum of an Associate’s degree in a related field.
3+ years of experience in a similar administrative role within the construction industry.
Demonstrated ability to respect and maintain the confidentiality of employees’ personal matters and information.
Strong administrative support and clerical skills, including filing and recordkeeping.
Proficiency in the full Microsoft Office suite, especially Excel, Word, Outlook, and calendar management.

Responsibilities

Process incoming mail, phone calls, and perform general clerical office duties to support daily operations.
Manage calendars, coordinate meetings, and handle initial interactions with potential vendors.
Assist with data entry, photocopying, mailing, and scanning documents to maintain accurate records and efficient workflows.
Inventory, order, and coordinate office supply purchases and deliveries to the appropriate departments.
Welcome visitors to the office and provide them with accurate information and assistance.
Enter new projects into Procore, BuildingConnected, and other applications, ensuring data accuracy and completeness.
Manage insurance and W-9 requirements for projects from subcontractors, ensuring compliance with company and project standards.
Administer subcontractor compliance and invoicing processes, including waivers, certified payrolls, and current insurance certificates.
Prepare reports, internal and external communications, and detailed meeting minutes.
Prepare and manage construction subcontract agreements, ensuring all appropriate attachments and references are included.
Administer employee expense reports and supporting documentation in accordance with company policies.
Update client and subcontractor invoices and payments in Procore and monitor related documentation.
Track and monitor lien waivers for all projects to support accurate and timely project closeout.
Create and organize filing systems and update digital or paper records to maintain efficient recordkeeping.
Facilitate travel arrangements, including booking transportation and accommodations for employees as needed.
Schedule interviews and track the status of candidates from various recruitment sources.
Work closely with a third-party managed IT services provider to support new and existing devices, software licensing, and government information security requirements.
Prepare internal company resumes and bios for proposals and the company website.
Prepare and maintain Project Profile Sheets for completed projects.
Maintain a current list of employee credentials and qualifications.
Assist in planning company special events and outings.
Register employees in training and professional development programs.
Deliver sealed proposals and attend pre-bid meetings as required.
Administer the employee onboarding process, including electronic device setup, ensuring appropriate software licenses are obtained, ordering business cards, setting up employees, subcontractors, clients, and others as users in Procore, issuing safety and personal protective equipment, taking headshot photographs for the website and other uses, providing initial office supplies at workstations, ordering branded materials such as shirts and hats, and coordinating enrollment in health insurance, life insurance, long- and short-term disability coverage, Simple IRA, and discretionary coverages such as dental and vision.
Request and secure bid bonds, insurance certificates, and performance and payment bonds from insurance providers and surety.
Handle miscellaneous administrative responsibilities that support both field and office operations.
Perform other duties as required by management to support the organization’s administrative and project needs.