Construction Administrator

Essential Skills

- Minimum of an Associate’s degree in a related field.
- 3+ years of experience in a similar administrative role within the construction industry.
- Demonstrated ability to respect and maintain the confidentiality of employees’ personal matters and information.
- Strong administrative support and clerical skills, including filing and recordkeeping.
- Proficiency in the full Microsoft Office suite, especially Excel, Word, Outlook, and calendar management.

Work Environment The standard work schedule is 8:00 AM to 5:00 PM, fully onsite. Occasional local travel or document delivery may be required, including delivering sealed proposals and attending pre-bid meetings. Job Description 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. Responsibilities

- Process incoming mail, phone calls, and perform general clerical office duties to support daily operations.
- Manage calendars, coordinate meetings, and handle initial interactions with potential vendors.
- Assist with data entry, photocopying, mailing, and scanning documents to maintain accurate records and efficient workflows.
- Inventory, order, and coordinate office supply purchases and deliveries to the appropriate departments.
- Welcome visitors to the office and provide them with accurate information and assistance.
- Enter new projects into Procore, BuildingConnected, and other applications, ensuring data accuracy and completeness.
- Manage insurance and W-9 requirements for projects from subcontractors, ensuring compliance with company and project standards.
- Administer subcontractor compliance and invoicing processes, including waivers, certified payrolls, and current insurance certificates.
- Prepare reports, internal and external communications, and detailed meeting minutes.
- Prepare and manage construction subcontract agreements, ensuring all appropriate attachments and references are included.
- Administer employee expense reports and supporting documentation in accordance with company policies.
- Update client and subcontractor invoices and payments in Procore and monitor related documentation.
- Track and monitor lien waivers for all projects to support accurate and timely project closeout.
- Create and organize filing systems and update digital or paper records to maintain efficient recordkeeping.
- Facilitate travel arrangements, including booking transportation and accommodations for employees as needed.
- Schedule interviews and track the status of candidates from various recruitment sources.
- Work closely with a third-party managed IT services provider to support new and existing devices, software licensing, and government information security requirements.
- Prepare internal company resumes and bios for proposals and the company website.
- Prepare and maintain Project Profile Sheets for completed projects.
- Maintain a current list of employee credentials and qualifications.
- Assist in planning company special events and outings.
- Register employees in training and professional development programs.
- Deliver sealed proposals and attend pre-bid meetings as required.
- Administer 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.
- Request and secure bid bonds, insurance certificates, and performance and payment bonds from insurance providers and surety.
- Handle miscellaneous administrative responsibilities that support both field and office operations.
- Perform other duties as required by management to support the organization’s administrative and project needs.

Job Type & Location This is a Permanent position based out of Des Plaines, 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 Des Plaines,IL.
Application Deadline
This position is anticipated to close on Oct 7, 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 [email protected] 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.