Construction Admin & Billing Specialist

F.H. Paschen; Chicago (IL); Hybrid; 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 is seeking an Administrative Support professional to assist project managers, engineers, and the project team, ensuring smooth office operations on our Chicago-based construction projects.

The role reports to the Office Manager and involves handling correspondence, data entry, file management, and payroll-related tasks across multiple systems. Strong Microsoft Office skills and construction familiarity are preferred.

Qualifications

• 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.

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

Excellent written and verbal коммуника

Education

High school diploma or equivalent

Associate degree or certification in administrative assistance (a plus)

Tools

Microsoft Office

Project management software

Job description

F.H. Paschen is seeking an Administrative Support professional to assist project managers, engineers, and the project team, ensuring smooth office operations on our Chicago-based construction projects.

The role reports to the Office Manager and involves handling correspondence, data entry, file management, and payroll-related tasks across multiple systems. Strong Microsoft Office skills and construction familiarity are preferred.