Administrative Assistant

About the role

F.H. Paschen, a construction company with over 115 years of experience, is hiring an Administrative Assistant in Chicago. The role provides administrative support to project managers, engineers and other team members so that construction projects run smoothly and efficiently. It reports to the Office Manager and/or the project team.

Key responsibilities

• Manage incoming and outgoing correspondence, including phone calls, emails and mail, and respond or redirect inquiries
• Assist with data entry, document formatting and other administrative tasks supporting project management
• Maintain organized project files and records, physical and electronic
• Generate subcontractor pay applications and vouchers, and coordinate subcontractor payments
• Collect, review and file certified payrolls and lien waivers, and verify subcontractor insurance
• Maintain billing and check logs and tracking sheets
• Prepare and send subcontracts and change orders, route them internally and file them
• Process vendor and supplier accounts payable vouchers, and log owner and subcontractor payments across multiple systems
• Assist with onboarding paperwork for new FHP trade workers, generate and submit department timecards, and enter certified payroll into LCP Tracker
• Order office supplies, restock the break room, sort and process daily mail, and handle other duties as assigned

Required profile

• High school diploma or equivalent; an associate degree or certification in administrative assistance is a plus
• Proven experience in an administrative support role, preferably in construction or a related industry
• Strong organizational skills, attention to detail, and ability to work independently with minimal supervision
• Excellent written and verbal communication skills
• Adaptability and willingness to learn new tasks

Required skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Familiarity with project management software
• Familiarity with construction terminology and processes is desirable but not required

What we offer

• Salary range of $40,000 - $55,000
• Health, dental and vision insurance, paid time off, life insurance and flexible spending account
• 401K matching, referral program, professional development assistance and eligibility for a year-end bonus