Construction Administrative Assistant

Job Description

Job Description

Essential Skills

• 3–5 years of administrative, payroll, office support, or administrative assistance within construction.
• A bachelor's degree is required.
• Experience working with payroll records and documentation.
• Strong organizational skills with the ability to manage high volumes of repetitive administrative work accurately.
• Proven document management skills, including filing, tracking, and maintaining records.
• Proficiency with Microsoft Office applications, including Excel and Outlook.
• Ability to work independently with minimal supervision while maintaining accountability for results.
• Experience supporting certified payroll processes.

Work Environment

Position is fully onsite in an office setting.

The standard work 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. The position works closely with other administrative staff who support proposals, preconstruction activities, and project-specific administrative work, and provides support across multiple departments.

Job Description

The Construction Administration & Payroll Coordinator provides comprehensive administrative support across construction projects, with a strong emphasis on certified payroll processing, subcontractor documentation, lien waivers, and general office operations. This role partners closely with operations, HR, IT, and project teams to ensure accurate records, organized documentation, and timely completion of administrative tasks. The position offers exposure to multiple areas of the business, opportunities for long-term growth, and the chance to make a direct impact in a fast-paced, team-oriented construction environment.

Responsibilities

• Process and manage certified payroll documentation accurately and on time.
• Collect, track, verify, and organize subcontractor and vendor lien waivers.
• Maintain payroll-related records and supporting documentation in an organized and accessible manner.
• Assist with employee onboarding and offboarding activities, including documentation and systems access.
• Coordinate user setup and account administration across company software platforms.
• Support HR-related administrative activities as assigned.
• Maintain spreadsheets, reports, logs, and project documentation to support project and office operations.
• Review documents for completeness, accuracy, and professional presentation before distribution or filing.
• Assist project teams with administrative requests and documentation needs throughout the project lifecycle.
• Coordinate with external IT providers regarding equipment, user accounts, and system setup.
• Support proposal, project, and general office administration efforts as needed.
• Deliver or coordinate the submission of bid packages and project-related documents as required.
• Perform other administrative duties as needed to support overall company operations.
• Collaborate with multiple departments to ensure consistent documentation practices and information flow.
• Provide responsive, customer-focused support to internal stakeholders and project teams.

Job Type & Location

This is a Permanent position based out of Mount Prospect, IL.

Pay and Benefits

The pay range for this position is $30.00 - $32.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Mount Prospect,IL.

Application Deadline

This position is anticipated to close on Sep 9, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on us.fitly.work for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.