Construction Administrator

Construction Administrator

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.

The Construction Administrator is responsible for:

• Processing incoming mail, phone calls, and performing general clerical office duties to support daily operations.
• Managing calendars, coordinating meetings, and handling initial interactions with potential vendors.
• Assisting with data entry, photocopying, mailing, and scanning documents to maintain accurate records and efficient workflows.
• Inventorying, ordering, and coordinating office supply purchases and deliveries to the appropriate departments.
• Welcoming visitors to the office and providing them with accurate information and assistance.
• Entering new projects into Procore, BuildingConnected, and other applications, ensuring data accuracy and completeness.
• Managing insurance and W-9 requirements for projects from subcontractors, ensuring compliance with company and project standards.
• Administering subcontractor compliance and invoicing processes, including waivers, certified payrolls, and current insurance certificates.
• Preparing reports, internal and external communications, and detailed meeting minutes.
• Preparing and managing construction subcontract agreements, ensuring all appropriate attachments and references are included.
• Administering employee expense reports and supporting documentation in accordance with company policies.
• Updating client and subcontractor invoices and payments in Procore and monitoring related documentation.
• Tracking and monitoring lien waivers for all projects to support accurate and timely project closeout.
• Creating and organizing filing systems and updating digital or paper records to maintain efficient recordkeeping.
• Facilitating travel arrangements, including booking transportation and accommodations for employees as needed.
• Scheduling interviews and tracking the status of candidates from various recruitment sources.
• Working closely with a third-party managed IT services provider to support new and existing devices, software licensing, and government information security requirements.
• Preparing internal company resumes and bios for proposals and the company website.
• Preparing and maintaining Project Profile Sheets for completed projects.
• Maintaining a current list of employee credentials and qualifications.
• Assisting in planning company special events and outings.
• Registering employees in training and professional development programs.
• Delivering sealed proposals and attending pre-bid meetings as required.
• Administering 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.
• Requesting and securing bid bonds, insurance certificates, and performance and payment bonds from insurance providers and surety.
• Handling miscellaneous administrative responsibilities that support both field and office operations.
• Performing other duties as required by management to support the organization's administrative and project needs.

This is a permanent position based out of Des Plaines, IL. 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).

This is a fully onsite position in Des Plaines, IL. This position is anticipated to close on Oct 7, 2026.