Design & Fire Systems Operations Coordinator

J. F. Ahern Co.; Chicago (IL); On-site; USD 38,572 - 48,216; Full time

Benefits offered by this job

401(k) match

Health benefits

Generous PTO

Paid parental leave

Mental health resources

Wellness programs

Education assistance

Hybrid schedules

Job summary

J. F. Ahern Co.

in Chicago, IL is seeking an Office Administrator (Design & Fire Systems Operations) to support project coordination within the Fire Protection division. You will assist with administrative tasks, track milestones, and maintain documentation to keep projects on schedule from planning through completion. The ideal candidate has an Associate's degree or 3–5 years of administrative experience, strong communication skills, and proficiency in Microsoft Office.

Qualifications

• Associate's degree in an administrative, business, or related program.
• 3–5 years of administrative support or project coordination experience.
• Experience in construction, mechanical contracting, or fire protection preferred.

Responsibilities

• Assist in creating, tracking, and monitoring Foreman Packs and technician packets for field deployment.
• Track project milestones and deadlines for submittals, O&M manuals, inspections, and other deliverables.
• Gather, organize, and maintain accurate project documentation.
• Participate in job scope, project status, and weekly progress meetings; document meeting minutes.
• Provide project information and updates to internal teams and customers.
• Coordinate with AHJs and external stakeholders to obtain information.
• Ensure project records and tracking systems remain accurate.
• Respond to changing priorities and non-recurring assignments while staying organized.

Skills

Verbal communication

Written communication

Customer service

Organizational skills

Multi-tasking

Microsoft Office

Education

Associate's degree in admin/business

3-5 years experience

Tools

Microsoft Office Suite

Job description

J. F. Ahern Co.

in Chicago, IL is seeking an Office Administrator (Design & Fire Systems Operations) to support project coordination within the Fire Protection division. You will assist with administrative tasks, track milestones, and maintain documentation to keep projects on schedule from planning through completion. The ideal candidate has an Associate's degree or 3–5 years of administrative experience, strong communication skills, and proficiency in Microsoft Office.