Administrative Coordinator

C&G Construction Supply Company; Chicago (IL); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Paid time off

Job summary

C&G Construction Supply Company is seeking an Administrative Coordinator to keep the Chicago office organized, welcoming, and efficient. You will handle front-desk duties, purchasing, invoicing, vendor communications, and general administrative tasks to support daily operations.

The role emphasizes ownership, prioritization, independence, and a proactive approach in a fast-paced construction supply environment. Strong tech and organizational skills are essential for success.

Qualifications

• Strong organizational skills and attention to detail.
• Professional communication with staff, vendors, and visitors.
• Ability to manage multiple priorities with minimal supervision.
• Proactive, teachable, and able to learn new systems quickly.
• Discretion handling confidential information.

Responsibilities

• Serve as primary onsite contact for visitors, customers, and vendors.
• Manage mail, deliveries, and general office supplies.
• Coordinate purchasing, invoicing, and vendor documentation.
• Support bids, contracts, and compliance paperwork.
• Assist with meetings, events, and meeting-room tech.
• Maintain organized electronic records and tracking systems.

Skills

Organized

Dependable

Proactive

Resourceful

Professional communication

Independent worker

Attention to detail

Discretion

Tools

Google Workspace

Microsoft Office

Microsoft Teams

Zoom

Adobe Acrobat

Jotform

Job description

Bring Your Energy. Build Your Skills. Make an Impact.

A ROLE WHERE YOUR WORK MATTERS

Are you someone who notices what needs attention and takes the initiative to get things done? Do you enjoy keeping an office organized, supporting a team, and making sure important details don't fall through the cracks?

C&G Construction Supply Company is looking for a dependable, personable, and proactive Administrative Coordinator to help manage our daily office operations.

We're a woman-owned commercial construction supply company that values teamwork, accountability, professionalism, and a willingness to learn.

ABOUT THE ROLE

The Administrative Coordinator will help keep our office organized, welcoming, and running efficiently. You'll serve as a primary point of contact for visitors, customers, vendors, and employees while supporting purchasing, office supplies, invoicing documentation, vendor communication, bids, contracts, administrative records, and general office operations.

We're looking for someone who takes ownership, manages competing priorities, follows through without constant reminders, and recognizes when something needs attention.

You don't need to know everything on your first day. We value someone who is curious, teachable, resourceful, and willing to ask questions. At the same time, you should be comfortable working independently, solving everyday problems, and taking initiative.

KEY RESPONSIBILITIES

Office Management & Daily Operations

• Serve as the primary onsite contact for employees, visitors, customers, vendors, and deliveries.
• Answer, screen, and direct incoming calls professionally.
• Monitor the general company email inbox and respond to or route administrative requests.
• Receive and distribute incoming mail, packages, and deliveries.
• Coordinate outgoing shipments through FedEx, UPS, USPS, and courier services.
• Monitor office supplies, printing materials, kitchen supplies, and general inventory.
• Coordinate purchasing, ordering, restocking, and vendor follow-up.
• Maintain an organized, clean, and professional office environment.
• Coordinate routine office maintenance, service appointments, and unexpected operational needs.
• Receive and scan incoming checks and route documentation to accounting according to company procedures.
• Identify opportunities to improve daily office organization and administrative processes.
• Assist with purchase orders, invoices, vendor documentation, and purchasing-related administrative tasks.
• Communicate with vendors and suppliers regarding orders, deliveries, documentation, and outstanding requests.
• Maintain organized electronic records, shared files, and administrative tracking systems.
• Assist with customer and vendor onboarding, credit applications, and project information forms.
• Track administrative deadlines and follow up to ensure required information is received.
• Support day-to-day business operations and special projects as needed.

Bids, Contracts & Compliance Documentation

• Coordinate the administrative bid and contract process, including opportunity intake, deadline tracking, document collection, submission, award documentation, and project handoff.
• Communicate with internal team members to obtain required information and approvals.
• Assist with maintaining company certifications, compliance documents, and vendor records.
• Support documentation such as MBE/WBE certifications, Certificates of Insurance, W-9s, business licenses, Letters of Intent, Schedule B/C forms, resale certificates, and tax‑exemption documents.
• Maintain accurate documentation for company, customer, vendor, and project requirements.
• Follow up on outstanding items to ensure administrative tasks move toward completion.

Team, Meeting & Event Support

• Provide general administrative support to leadership and team members.
• Coordinate occasional meetings, appointments, special visitors, and company events.
• Assist with meeting agendas, notes, action items, and follow‑up.
• Support Zoom, Microsoft Teams, and meeting‑room technology.
• Help coordinate event vendors, reservations, materials, ordering, and logistics.
• Adapt to changing priorities while maintaining professionalism and accountability.

TECHNOLOGY & SYSTEMS

Candidates should be comfortable using or able to quickly learn:

• Google Workspace: Gmail, Calendar, Drive, Docs, Sheets, and Forms
• Microsoft Office: Outlook, Word, Excel, and PowerPoint
• Microsoft Teams and Zoom
• Adobe Acrobat, PDF editing, and electronic‑signature tools
• Jotform and electronic form platforms
• Shared drives and cloud‑based file systems
• Online purchasing, vendor, bidding, and procurement platforms
• Shipping and courier platforms
• General office equipment and meeting‑room technology

WHAT WE'RE LOOKING FOR

• Organized and dependable, with strong attention to detail.
• Proactive and resourceful, with the ability to recognize what needs attention.
• Professional, personable, and confident when communicating with customers, vendors, leadership, and coworkers.
• Accountable and committed to following through on responsibilities.
• Adaptable and comfortable working with different personalities and changing priorities.
• Teachable, open to feedback, and willing to learn new systems and processes.
• Comfortable working independently while remaining a collaborative team member.
• Able to use sound judgment when making decisions, asking questions, and escalating issues.
• Discreet when handling confidential business information.

PREFERRED QUALIFICATIONS

• Experience in office administration, office management, administrative coordination, or business operations.
• Hands‑on experience with purchasing, invoices, vendor communication, inventory, and office supplies.
• Strong written and verbal communication skills.
• Proficiency with common office software and digital record‑keeping.
• Ability to manage multiple responsibilities with minimal supervision.
• Experience in construction, construction supply, procurement, or business documentation is a plus.
• Familiarity with online bidding and procurement platforms is a plus.
• Current Illinois Notary Public commission is a plus, or willingness to obtain one if requested.

WHY JOIN C&G?

At C&G Construction Supply Company, we believe a successful workplace is built on teamwork, communication, accountability, and people who genuinely care about the work they do.

We're a close‑knit, woman‑owned business where everyone contributes, and no two days are exactly alike.

Your work will make a difference in how our office operates every day. You'll have opportunities to build relationships, develop new skills, contribute ideas, and grow into a trusted member of the team.

We work hard, support one another, and appreciate people who bring positive energy and a strong work ethic to the office.

BENEFITS

• Paid time off

WORK LOCATION & SCHEDULE

• Monday through Friday
• Must be able to reliably commute to the office
• Anticipated start date: January 2027