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

401(k) matching

Flexible spending account

Life insurance

Referral program

Professional development assistance

Eligibility for Year End Bonus

LifeLock Subscription

Job summary

F.H. Paschen, with 115+ years in construction, seeks an administrative professional in Chicago to support the Civil Department.

You will handle AP/AR, payroll, compliance audits, and contract management, ensuring document control and process accuracy. Ideal candidates have an associate degree (or equivalent), 3–5 years construction experience, strong MS Office skills, and excellent communication and organizational abilities.

Qualifications

• Associate degree preferred and/or equivalent experience required.
• Prefer 3-5 years Construction experience.
• Knowledge of word-processing, spreadsheet(s), and basic accounting principles required.
• Good communication and organizational skills are necessary.

Responsibilities

• Accounts Payable: Create vouchers and ensure correct coding and approvals; respond to vendor questions.
• Accounts Receivable: Create and process monthly progress billings; manage Subcontractor payments and lien waivers.
• Payroll: Review time sheets from field; onboarding packet review.
• Compliance: Certified Payroll audits; EEO reporting; Community Hiring / Apprenticeship goals.
• Contract management: Review initial insurance certificates for compliance.
• Maintain electronic filing of documents per department standards.
• Other duties as assigned.

Skills

Word processing

Spreadsheet

Basic accounting

Communication

Organizational skills

Education

Associate degree or equivalent experience

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 offer MORE Versatility—as we work in any industry, offering any delivery method and service. We operate with MORE Tenacity—as we maneuver through tight schedules, spaces, and budgets. We provide MORE 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 with MORE Paschen.

Position Overview

This administrative position reports to the Senior Office Manager in the Civil Department.

Assigned Responsibilities

• Accounts Payable
  • Create vouchers and ensure correct coding and approvals.
  • Review vendor statements and respond to any vendor questions regarding payment status.
• Accounts Receivable
  • Create and process monthly progress billings including correct coding and approvals.
  • Manage Subcontractor payments including review of Lien Waivers and compliance items.
• Payroll
  • Review time sheets submitted from field for accuracy.
  • Onboarding packet review.
• Compliance
  • Certified Payroll – Audit to ensure payrolls are correct and submitted as required by owners.
  • EEO – Audit submitted reports, review and summarize EEO Goals and collect Good Faith Effort documentation.
  • Community Hiring / Apprenticeship – Review and summarize goals are being met.
• Contract management
  • Review of initial insurance certificates to ensure compliance with contract and maintain current certificates.
• Maintain electronic filing of all documents per department standards.
• Other duties as assigned.

*Assigned responsibilities may include any or all the above

Qualifications

• Associate degree preferred and/or equivalent experience required.
• Prefer 3-5 years Construction experience.
• Knowledge of word-processing, spreadsheet(s), and basic accounting principles required.
• Good communication and organizational skills are necessary.

Work Environment

• Work is performed in the office or in the field. Noise levels vary.

Work Hours

• General work hours are 7:30 am – 4:30 pm and 5‑day work weeks are standard. Note that work hours and workdays may vary (changes, additions, etc.) based on critical work activities.

Physical Demands

• Involves sitting, walking, stooping, bending, reaching, and lifting. Can involve heavy lifting and/or moving.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Paid time off
• 401(k) 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 information to 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 compensation associated with unsolicited resumes. Unsolicited resumes received will be considered property of F.H. Paschen and will be processed accordingly.