Project Coordinator (Administrative)

Aston Carter•Des Plaines, IL

2d•$60,000 - $90,000•Onsite

About The Position

The Administrative Project Coordinator provides comprehensive administrative and clerical support to ensure efficient operations across active projects and departments. Reporting to the Director of Finance and Administration, the role supports office management, project administration, construction and government contracting processes, and executive-level tasks. The position is based in an office in Des Plaines, Illinois, and supports a construction firm delivering commercial, industrial, and infrastructure projects throughout the Chicagoland area. The role involves broad coordination across project teams, administrative staff, employees, subcontractors, clients, vendors, government officials, and other project partners. The work environment is fast-paced, hands-on, and team-oriented, with direct visibility into multiple departments and projects. The company describes a stable setting, long operating history, recent growth, opportunities for long-term employment, and exposure to multiple areas of the business. The standard schedule is 8:00 AM to 5:00 PM with an unpaid lunch period. Flexible start and end times may be considered based on business needs. Occasional local travel or document delivery may be required, including delivering sealed proposals and attending pre-bid meetings.

Requirements

Minimum of an associate degree in a related field.
Three to five years of experience in a similar administrative role within the construction industry.
Ability to respect and maintain the confidentiality of employees' personal matters and information.
Strong administrative and clerical skills, including filing, recordkeeping, and general office procedures.
Proficiency in Microsoft Office, especially Excel, Word, Outlook, and calendar management.
Strong computer skills and ability to quickly learn and use new systems and applications.
Proficiency in Procore for project and financial administration.
Experience with Adobe Acrobat and SharePoint for document management and collaboration.
Excellent verbal and written communication skills.
Strong interpersonal and customer service skills for working with internal and external stakeholders.
Strong organizational skills and exceptional attention to detail when managing multiple tasks and deadlines.
Ability to exercise initiative and achieve objectives with minimal supervision.
Ability to meet deadlines while maintaining a professional attitude and collaborative approach.
Confidence communicating clearly and professionally with senior management, clients, government officials, suppliers, and project partners.
Ability to be firm yet diplomatic when pursuing information and documentation.
Capacity to work independently and take ownership of assigned responsibilities.

Responsibilities

Process incoming mail and phone calls and perform general clerical office duties.
Manage calendars, schedule meetings, and handle initial interactions with potential vendors.
Perform data entry, photocopying, mailing, and scanning to maintain accurate records.
Inventory and order office supplies and coordinate purchases and deliveries to departments.
Welcome office visitors, provide information, and maintain a professional reception experience.
Enter new projects into Procore, BuildingConnected, and other applications and maintain project setup and documentation.
Manage project insurance and W9 requirements and ensure subcontractor compliance with contractual and regulatory standards.
Administer subcontractor compliance and invoicing processes, including waivers, certified payrolls, and current insurance certificates.
Prepare reports, written communications, and meeting minutes.
Prepare and manage construction subcontract agreements with the appropriate attachments, references, and documentation.
Administer employee expense reports and supporting documentation.
Update client and subcontractor invoices and payments in Procore and track related documentation.
Track lien waivers for projects to support closeout and compliance.
Create and organize filing systems and maintain digital and paper records.
Coordinate employee and guest travel, including transportation and accommodations.
Schedule candidate interviews and track applicant status across recruitment sources.
Work with a third-party managed IT services provider on devices, software licenses, and government information security requirements.
Prepare internal company resumes and bios for proposals and the website.
Prepare and maintain Project Profile Sheets for completed projects.
Maintain the Employee Credentials and Qualifications list.
Assist with planning company events and outings, including logistics, communications, and coordination.
Register employees for training and professional development programs.
Deliver sealed proposals and attend pre-bid meetings as needed.
Administer employee onboarding, including device setup, software license coordination, business card ordering, and user setup in Procore for employees, subcontractors, clients, and other stakeholders.
Issue safety and personal protective equipment and provide new employees with an initial set of office supplies.
Coordinate orders of branded materials such as shirts and hats.
Facilitate enrollment in health, life, long- and short-term disability, Simple IRA, and discretionary dental and vision benefits.
Request and secure bid bonds, insurance certificates, and performance and payment bonds from insurance providers and surety partners.
Respect and maintain the confidentiality of employees' personal matters and information.
Perform other duties as required by management.