Administrative Assistant

F.H. Paschen; Chicago (IL); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

401K matching

Flexible spending account

Life insurance

Referral program

Professional development assistance

Eligibility for Year End Bonus

LifeLock Subscription

Job summary

F.H. Paschen in Chicago, IL is seeking an organized Administrative Assistant to support project managers, engineers, and teams on construction projects. This role reports to the Office Manager and/or the project team.

You will handle correspondence, data entry, file management, subcontractor payments, payroll reports, and onboarding, contributing to efficient operations and timely project delivery.

Qualifications

• High school diploma or equivalent; associate degree or certification in administrative assistance is a plus.
• Experience in an administrative support role, preferably in the construction or related industry.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with project management software.
• Strong organizational skills with the ability to multitask and prioritize tasks effectively.
• Excellent communication skills, both written and verbal, with a professional and courteous demeanor.
• Attention to detail and accuracy in data entry and document management.
• Ability to work independently with minimal supervision and as part of a team.
• Adaptability and willingness to learn new tasks and procedures.
• Familiarity with construction terminology and processes is desirable but not required.

Responsibilities

• Manage incoming and outgoing correspondence, including phone calls, emails, and mail, and respond or redirect inquiries as appropriate.
• Assist with data entry, document formatting, and other administrative tasks to support project management activities.
• Maintain organized project files and records, both in physical and electronic formats, ensuring easy access and retrieval of information.
• Generate subcontractor pay applications and voucher for payment.
• Coordinate and manage subcontractor payments, including timely and clear communication with subcontractors on paperwork required for release of payment.
• Collect, review, and file certified payrolls and lien waivers.
• Verify subcontractor insurance for compliance with contract requirements.
• Maintain billing & check logs and tracking sheets.
• Prepare and send subcontracts and change orders, route internally, and file.
• Process vendor/supplier accounts payable vouchers for payment.
• Log and track owner payments and subcontractor payments in multiple systems.
• Assist with onboarding paperwork for new FHP trade workers.
• Generate and submit department timecards.
• Generate Illinois Department of Labor (IDOL) payroll reports for FHP trade people.
• Enter certified payroll into LCP Tracker software for payroll reports for FHP trade people.
• Enter compliance information for various owners, utilizing owner provided software programs when applicable.
• Order office supplies and restock break room.
• Sort, distribute and process daily mail for the division.
• Other duties as assigned.

Skills

Organizational skills

Communication

Attention to detail

Microsoft Office

Project management software

Independent worker

Team collaboration

Construction terminology

Education

High school diploma or equivalent

Associate degree or certificate in administrative assistance

Tools

LCP Tracker

Job description

F.H. Paschen has over 115 years of experience in the construction industry. You’ve driven on highways we paved, you’ve travelled through airports we modernized, you’ve commuted through rail stations we constructed, and your children learn in schools we built. But we are MORE than that. We offerMORE Versatility—as we work in any industry, offering any delivery method and service. We operate withMORE Tenacity—as we maneuver through tight schedules, spaces, and budgets. We provideMORE Ingenuity—by creating solutions to solve your greatest challenges. And we perform with MORE Pride—in focusing on safety and quality, and in offering more opportunities for our communities and diverse populations to build with us. We deliver far more than just on time and on budget—we deliver withMORE Paschen.

Position Overview:

Provide administrative support to project managers, engineers, and other team members, ensuring smooth and efficient operations within the construction projects. This position reports to the Office Manager and/or the project team.

Assigned Responsibilities:

• Manage incoming and outgoing correspondence, including phone calls, emails, and mail, and respond or redirect inquiries as appropriate.
• Assist with data entry, document formatting, and other administrative tasks to support project management activities.
• Maintain organized project files and records, both in physical and electronic formats, ensuring easy access and retrieval of information.
• Generate subcontractor pay applications and voucher for payment.
• Coordinate and manage subcontractor payments, including timely and clear communication with subcontractors on paperwork required for release of payment.
• Collect, review, and file certified payrolls and lien waivers.
• Verify subcontractor insurance for compliance with contract requirements.
• Maintain billing & check logs and tracking sheets.
• Prepare and send subcontracts and change orders, route internally, and file.
• Process vendor/supplier accounts payable vouchers for payment.
• Log and track owner payments and subcontractor payments in multiple systems.
• Assist with onboarding paperwork for new FHP trade workers.
• Generate and submit department timecards.
• Generate Illinois Department of Labor (IDOL) payroll reports for FHP trade people.
• Enter certified payroll into LCP Tracker software for payroll reports for FHP trade people.
• Enter compliance information for various owners, utilizing owner provided software programs when applicable.
• Order office supplies and restock break room.
• Sort, distribute and process daily mail for the division.
• Other duties as assigned.

• High school diploma or equivalent; associate degree or certification in administrative assistance is a plus.

• Proven experience in an administrative support role, preferably in the construction or related industry.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with project management software.

• Strong organizational skills with the ability to multitask and prioritize tasks effectively.

• Excellent communication skills, both written and verbal, with a professional and courteous demeanor.

• Attention to detail and accuracy in data entry and document management.

• Ability to work independently with minimal supervision and as part of a team.
• Adaptability and willingness to learn new tasks and procedures.
• Familiarity with construction terminology and processes is desirable but not required.

• Health insurance
• Dental insurance
• Vision insurance
• Paid time off
• 401K matching
• Flexible spending account
• Life insurance
• Referral program
• Professional development assistance
• Eligibility for Year End Bonus
• LifeLock Subscription

Salary Range:

$40,000 - $55,000

F.H. Paschen reserves the right to offer the selected candidate or applicant an hourly rate or salary at an appropriate level to be set and determined by the employer that is commensurate with the applicant's qualifications, experience, education, skill training, certifications, or seniority.

F.H. Paschen is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, and other legally protected characteristics.

If you require an accommodation in order to complete this application, please contact Tracy Tesnow at 773-444-3474.

Note to Search Firm Agencies, Recruitment Agencies,and Similar Organizations and Firms

: F.H. Paschen does not accept unsolicited resumes from recruiters or employment agencies.Please do not forward unsolicited resumes or candidate informationto any F.H. Paschen employee. F.H Paschen will not pay fees to any third-party agency or firm and will not be responsible for any agency fees and referral compensationassociated with unsolicited resumes. Unsolicited resumes received will be considered property of F.H. Paschen and will be processed accordingly.