Administrative Support Specialist

Administrative Support Specialist – Construction Projects Location: Chicago O’Hare International Airport Schedule: Onsite, 40 hours per week Reports To: Siemens Senior Project Manager(s) Position Summary The Administrative Support Specialist will provide administrative, operational, and compliance support for construction projects at Chicago O’Hare International Airport. This role will help ensure accurate documentation, timely system updates, and effective coordination of project activities in accordance with regulatory requirements and company standards. The individual will also serve as a primary point of contact for the Siemens Logistics team outside of the project structure, supporting day-to-day communication, documentation, contractor coordination, and general project administration. Key Responsibilities Construction Documentation & RFI Management Receive, organize, and track submittals and RFIs from the General Contractor, electrical contractors, controls contractors, and other subcontractors. Manage submittals and RFIs received from Gilbane and Hartmann and prepare documentation for submission to Jenni. Prepare documentation for stakeholder review and submission in accordance with project protocols. Coordinate with the Siemens Configuration Management team. Maintain accurate records, version control, and organized project documentation. Permitting & Regulatory Support Monitor permitting processes and follow up with appropriate parties to help keep projects moving on schedule. Support documentation and activities related to construction compliance requirements. Ensure project records are maintained in accordance with company and regulatory standards. Project Systems & Document Management Maintain and update project information within E-Builder, Procore, and Autodesk Construction Cloud (ACC) . Support day-to-day ACC maintenance and documentation. Ensure project information is accurate, current, and audit-ready. Coordinate Siemens internal project documentation and maintain proper version control. Contractor & Site Coordination Schedule and coordinate escort requirements for vendors and contractors in accordance with airport security protocols. Manage airport badge issuance for Siemens employees and direct subcontractors. Coordinate scheduling and documentation for bag testing activities. Assist with receiving small-package deliveries. Administrative & Team Support Serve as a primary point of contact for the Siemens team via phone and email. Support office space planning and budget tracking. Assist Senior Project Managers with general administrative and project coordination needs. Collaborate with internal teams, contractors, vendors, and regulatory agencies. Required Experience & Qualifications Education Associate degree in Business Administration, Construction Management, or a related field preferred but not required . Bachelor’s degree is a put. Experience 3+ years of administrative or project support experience within construction, engineering, project management, or a similar environment preferred. Familiarity with construction permitting, documentation, RFIs, submittals, and compliance processes preferred. Experience with project management/documentation platforms such as E-Builder, Procore, and Autodesk Construction Cloud (ACC) strongly preferred. Skills Strong organizational and multitasking abilities. Excellent written and verbal communication skills. Strong attention to detail and documentation accuracy. Ability to manage multiple priorities in a fast-paced project environment. Proactive approach to problem-solving and follow-up. Ability to coordinate effectively across internal teams, contractors, and external stakeholders. Ability to maintain confidentiality and comply with company and regulatory standards. Additional Requirements Must be local to the Chicago area and able to work onsite at Chicago O’Hare International Airport 40 hours per week . Must be able to obtain and maintain an airport security badge in compliance with TSA and airport authority regulations. Must be comfortable working within an active construction/project environment. #J-18808-Ljbffr