Construction Administrator

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

• Minimum of an Associate’s degree in a related field.
• 3+ years of experience in a similar administrative role within the construction industry.
• Demonstrated ability to respect and maintain the confidentiality of employees’ personal matters and information.
• Strong administrative support and clerical skills, including filing and recordkeeping.
• Proficiency in the full Microsoft Office suite, especially Excel, Word, Outlook, and calendar management.

Work Environment

The standard work schedule is 8:00 AM to 5:00 PM, fully onsite.

Essential Skills

• Minimum of an Associate’s degree in a related field.
• 3+ years of experience in a similar administrative role within the construction industry.
• Demonstrated ability to respect and maintain the confidentiality of employees’ personal matters and information.
• Strong administrative support and clerical skills, including filing and recordkeeping.
• Proficiency in the full Microsoft Office suite, especially Excel, Word, Outlook, and calendar management.

Work Environment

The standard work schedule is 8:00 AM to 5:00 PM, fully onsite.

Occasional local travel or document delivery may be required, including delivering sealed proposals and attending pre-bid meetings.

Job Description

The Construction Administrator provides comprehensive administrative and clerical support to ensure efficient operations across all active projects and departments. Reporting to the Director of Finance and Administration, this role supports office management functions, project administration, and Executive Assistant responsibilities within a growing construction firm. The ideal candidate is self-motivated, ambitious, detail-oriented, and demonstrates excellent time management skills while working independently in a fast-paced, team-oriented environment.

Responsibilities

• Process incoming mail, phone calls, and perform general clerical office duties to support daily operations.
• Manage calendars, coordinate meetings, and handle initial interactions with potential vendors.
• Assist with data entry, photocopying, mailing, and scanning documents to maintain accurate records and efficient workflows.
• Inventory, order, and coordinate office supply purchases and deliveries to the appropriate departments.
• Welcome visitors to the office and provide them with accurate information and assistance.
• Enter new projects into Procore, BuildingConnected, and other applications, ensuring data accuracy and completeness.
• Manage insurance and W-9 requirements for projects from subcontractors, ensuring compliance with company and project standards.
• Administer subcontractor compliance and invoicing processes, including waivers, certified payrolls, and current insurance certificates.
• Prepare reports, internal and external communications, and detailed meeting minutes.
• Prepare and manage construction subcontract agreements, ensuring all appropriate attachments and references are included.
• Administer employee expense reports and supporting documentation in accordance with company policies.
• Update client and subcontractor invoices and payments in Procore and monitor related documentation.
• Track and monitor lien waivers for all projects to support accurate and timely project closeout.
• Create and organize filing systems and update digital or paper records to maintain efficient recordkeeping.
• Facilitate travel arrangements, including booking transportation and accommodations for employees as needed.
• Schedule interviews and track the status of candidates from various recruitment sources.
• Work closely with a third-party managed IT services provider to support new and existing devices, software licensing, and government information security requirements.
• Prepare internal company resumes and bios for proposals and the company website.
• Prepare and maintain Project Profile Sheets for completed projects.
• Maintain a current list of employee credentials and qualifications.
• Assist in planning company special events and outings.
• Register employees in training and professional development programs.
• Deliver sealed proposals and attend pre-bid meetings as required.
• Administer the employee onboarding process, including electronic device setup, ensuring appropriate software licenses are obtained, ordering business cards, setting up employees, subcontractors, clients, and others as users in Procore, issuing safety and personal protective equipment, taking headshot photographs for the website and other uses, providing initial office supplies at workstations, ordering branded materials such as shirts and hats, and coordinating enrollment in health insurance, life insurance, long- and short-term disability coverage, Simple IRA, and discretionary coverages such as dental and vision.
• Request and secure bid bonds, insurance certificates, and performance and payment bonds from insurance providers and surety.
• Handle miscellaneous administrative responsibilities that support both field and office operations.
• Perform other duties as required by management to support the organization’s administrative and project needs.

Job Type & Location

This is a Permanent position based out of Des Plaines, IL.

Pay And Benefits

The pay range for this position is $30.00 - $32.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Des Plaines,IL. Application Deadline This position is anticipated to close on Oct 7, 2026.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.