Administrative Assistant

Boutique Recruiting; Des Plaines (IL); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Medical insurance

PTO

SIMPLE IRA

Disability & life insurance

11 holidays

Job summary

Boutique Recruiting is seeking an organized Administrative Assistant to support a busy federal construction contractor. This role works with leadership and project teams across project administration, subcontractor compliance, accounting, HR, recruiting, and office operations.

The ideal candidate has at least one year of administrative experience in construction, follows up reliably, stays organized, and can gather information from busy people. Salary ranges from $55,000 to $70,000 per year DOE.

Qualifications

• 1+ years of administrative experience in construction.
• Experience with general contractor or subcontractor docs and processes.
• Strong organizational and time management with deadlines.
• Confident communication to obtain information from leaders and project teams.
• High discretion handling confidential HR and compensation information.

Responsibilities

• Follow up with subcontractors to collect closeout docs and project information.
• Prepare and manage construction subcontract agreements with attachments.
• Enter new projects, subcontractors, clients and data into Procore and internal systems.
• Support project invoicing and payment documentation; assist A/P/A/R as needed.
• Request and coordinate bid bonds and certificates with providers.
• Coordinate calendars, meetings, travel, interviews and candidate tracking.
• Assist onboarding, including equipment setup, software licensing and benefits enrollment.
• Collaborate with IT on devices, help desk requests, and licensing requirements.
• Maintain employee credentials, resumes, org charts, and project profiles.
• Coordinate office supplies, mail, calls, visitors, and filing systems.
• Deliver sealed proposals, attend pre-bid meetings, provide admin support.

Skills

Microsoft Office

Organization

Communication

Time management

Tools

Procore

Adobe Acrobat

SharePoint

QuickBooks

BuildingConnected

Job description

Position Title: Administrative Assistant

Be the person who keeps a busy construction office moving forward. We are seeking an organized, proactive Administrative Assistant to support the day-to-day operations of an established federal construction contractor. This role works closely with leadership and project teams, providing support across project administration, subcontractor compliance, accounting, HR, recruiting, office operations, and executive-level needs.

This is a highly visible role with exposure across the business and the opportunity to take on increasing responsibility over time. The ideal candidate has at least one year of administrative experience within the construction industry and knows how to confidently follow up, stay organized, and get information from busy people without letting details fall through the cracks.

$55,000 - $70,000 / Year, DOE

Responsibilities

• Follow up with subcontractors to collect closeout documents, certified payroll documentation, lien waivers, insurance certificates, W-9s, and other required project information
• Prepare and manage construction subcontract agreements, ensuring required attachments, documentation and references are complete
• Enter new projects, subcontractors, clients and other information into Procore, BuildingConnected and additional internal systems
• Support project invoicing and payment documentation in Procore and gradually assist with accounts payable, accounts receivable and invoicing functions
• Request and coordinate bid bonds, insurance certificates, performance bonds and payment bonds with insurance and surety providers
• Coordinate calendars, meetings, travel arrangements, interviews and candidate tracking while preparing reports, communications and meeting minutes as needed
• Support employee onboarding, including equipment and laptop setup, software licensing, system access, business cards, office supplies, safety equipment and benefits enrollment coordination
• Work closely with the company’s third-party IT provider on employee devices, help desk requests, software licensing and information security requirements
• Maintain employee credentials, qualifications, company resumes, organizational charts, project profiles and other internal records used for operations and proposals
• Coordinate office supplies, incoming mail, phone calls, visitors, filing systems and other day-to-day office management needs
• Deliver sealed proposals, attend pre-bid meetings, and provide additional administrative support to project teams and leadership as needed

Requirements

• 1+ years of administrative experience within the construction industry
• Experience working for a general contractor or subcontractor with an understanding of construction processes and documentation
• Strong organizational and time management skills with the ability to manage competing priorities and consistently meet deadlines
• Confident communication skills with the tact and persistence to obtain necessary information from project managers, superintendents, subcontractors, vendors, and senior leadership
• High level of discretion and professionalism when handling confidential employee, HR, and compensation information

Preferred Qualifications

• Strong Microsoft Office skills, particularly Excel and Word, with experience using Adobe Acrobat and SharePoint preferred
• Procore experience preferred; exposure to QuickBooks, BuildingConnected, or certified payroll processes is a plus
• Valid driver’s license and reliable transportation for occasional proposal deliveries, meetings, or other business needs

Benefits

• Medical insurance
• Negotiable PTO
• SIMPLE IRA with a company match, subject to eligibility requirements
• Short-term and long-term disability coverage and a $50,000 life insurance policy
• 11 paid holidays

If you know construction, take ownership of the details, and want a role where your initiative will open the door to greater responsibility, apply today and build your next chapter with a company that rewards people who step up.