Office Administrator (Design & Fire Systems Operations)

J. F. Ahern Co.•Chicago, IL

5d•$28 - $35•Hybrid

About The Position

This role is for an Office Administrator (Design & Fire Systems Operations) located in Chicago, IL. The company is a family-owned business with over 145 years of experience as a mechanical and fire protection contractor. The position supports the successful execution of projects within the Fire Protection division by providing administrative, operational, and project coordination support. The goal is to ensure projects remain organized, on schedule, and fully supported from planning through completion. The role involves working closely with Design, Project Management, Sales, Field Operations, and Leadership Teams, and supporting both office and field operations through exceptional customer service, strong communication, and proactive coordination.

Requirements

Completed Associate's degree in an administrative, business, or related program and/or three to five years of administrative support or project coordination experience, preferably within the construction, mechanical contracting, or fire protection industry.
Excellent verbal and written communication skills.
Strong customer service and interpersonal skills.
Exceptional organizational skills and attention to detail.
Ability to prioritize and manage multiple tasks in a fast-paced, deadline-driven environment.
Strong proficiency in Microsoft Office Suite.

Responsibilities

Assist in creating, tracking, and monitoring Foreman Packs and technician packets for field deployment.
Track project milestones and ensure deadlines are met for submittals, O&M manuals, inspections, and other project deliverables.
Support the Design, Project Management, and Sales team by gathering, organizing, and maintaining accurate project documentation and information.
Participate in job scope, project status, and weekly progress meetings, including facilitating meetings when needed and documenting meeting minutes.
Provide project-specific information and updates to internal teams and customers.
Assist with obtaining information from local municipalities, authorities having jurisdiction (AHJs), and other external stakeholders.
Ensure project records, documentation, and tracking systems remain accurate and up to date.
Respond effectively to changing priorities and a variety of non-recurring assignments while maintaining organization and attention to detail.