Construction Administrative Specialist

Aston Carter; Des Plaines (IL); On-site; USD 41,000 - 44,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

Disability insurance

Job summary

Aston Carter is seeking a Construction Administrator to join our Des Plaines, IL team in a permanent, fully onsite role. You will provide comprehensive administrative support across active projects, manage calendars, onboarding, subcontractor compliance, and document control, reporting to the Director of Finance and Administration.

The ideal candidate has an Associate’s degree, 3+ years in construction admin, excels in MS Office, and maintains strict confidentiality.

Qualifications

• Associate's degree or related field required.
• 3+ years in an administrative role within the construction industry.
• Ability to maintain confidentiality of employees' information.
• Strong clerical skills including filing and recordkeeping.
• Proficient in Microsoft Office (Excel, Word, Outlook) and calendar management.

Responsibilities

• Process mail, calls, and general clerical duties to support daily operations.
• Manage calendars, meetings, and initial vendor interactions.
• Assist data entry, copying, mailing, and scanning for accurate records.
• Oversee office supplies and deliveries to departments.
• Welcome visitors and provide information and assistance.
• Enter new projects into Procore and BuildingConnected with data accuracy.
• Handle subcontractor insurance, W-9s, and compliance with standards.
• Administer subcontractor invoicing, waivers, and payroll documents.
• Prepare reports, communications, and detailed meeting minutes.
• Manage subcontract agreements and attachments.
• Process employee expenses per policy.
• Update client/subcontractor invoices and monitor payments.
• Track lien waivers for project closeouts.
• Maintain filing systems and electronic records.
• Coordinate travel arrangements as needed.
• Assist in recruitment coordination and interview scheduling.
• Support IT with devices, licensing, and security requirements.
• Prepare resumes/bios for proposals and the company site.
• Develop Project Profile Sheets for completed projects.
• Maintain credentials and qualifications records.
• Plan company events and coordinate training enrollments.
• Onboard employees, including equipment setup and licenses.
• Request bid bonds and certificates from insurers and sureties.
• Support field and office operations with admin tasks.

Skills

Associate degree or related

3+ years admin experience

Confidentiality

Clerical excellence

MS Office proficiency

Education

Associate’s degree in a related field

Tools

Procore

BuildingConnected

Job description

Aston Carter is seeking a Construction Administrator to join our Des Plaines, IL team in a permanent, fully onsite role. You will provide comprehensive administrative support across active projects, manage calendars, onboarding, subcontractor compliance, and document control, reporting to the Director of Finance and Administration.

The ideal candidate has an Associate’s degree, 3+ years in construction admin, excels in MS Office, and maintains strict confidentiality.