Jobsite Administrator

Ryan Companies US Inc; Chicago (IL); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

Retirement plan

Paid Time Off (PTO)

Educational Assistance

Life Insurance

Job summary

Ryan Companies Inc. is seeking an organized on-site administrator to manage vendor coordination and daily field operations at project sites in the United States.

You will support field teams by coordinating catering, vendor services, and office resources to keep the trailer environment productive and hospitable. The role includes maintaining project documentation, assisting with Procore and IT liaison tasks, and preparing meeting minutes and logs.

Qualifications

• Experience in administrative roles in construction or similar environments.
• Strong organizational and communication skills.
• Proficiency with Microsoft Office Suite and basic IT troubleshooting.

Responsibilities

• Greet and coordinate visitors, manage on-site office operations and vendor relations.
• Maintain project files and coordinate Procore-related documentation with site team and corporate IS.
• Prepare meeting minutes, logs, and submittal tracking; support coordination of RFIs, drawings, and logs.
• Coordinate subcontractor safety requests, daily reports, and on-site logistics; manage trailers and field equipment.
• Assist mobilization/closeout activities and support Monthly Owner Reports.

Job description

Job Description: On-Site Operations and Vendor Coordination Welcomes and directs jobsite visitors and guests with a professional and helpful demeanor. Coordinate catering, onsite vending contractors, cleaning companies, and other onsite vendors to maintain a productive and hospitable trailer environment. Act as the primary liaison for jobsite-specific vendor services (may include the setup and removal of water service, dumpsters, office equipment, phone, and internet/fax lines). Coordinate messenger services and handle special delivery or overnight shipping needs. Order and maintain inventory of office supplies to keep the jobsite fully functioning. Promote strong communication between the jobsite office, the regional office, and the sector. Help with setting up Ryan Events and supporting local team-building or community engagement initiatives.

Document Control and Technology Management

Maintain drawings on site and order from local print shops as needed to ensure the field team always has access to accurate, up-to-date plans. Add subcontractors as requested by the site team to Procore. Create and maintain comprehensive project files, utilizing both electronic and manual filing systems. Type and distribute standard documentation for permit and bid processes, providing administrative support with minimal direction from the project management staff. Troubleshoot basic IS/IT problems and act as the main liaison between the jobsite and the corporate IS Department. Provide computer and technical support as necessary to the jobsite staff.

Team Support and Meeting Administration

Assist in mentoring temporary jobsite administrators to ensure team consistency and operational standard alignment. Compile and distribute meeting handouts and tracking logs (including meeting minutes, sign-in sheets, submittal logs, RFI logs, drawing logs, schedules, insurance logs, contract logs, change request logs, extra work authorization logs, sketch logs, and ASI trackers). Compose detailed meeting minutes as requested by the Project Manager, Project Executive, or Superintendent. Provide phone coverage for team members as required. Prepare miscellaneous documentation as needed, including letters, memos, basic correspondence, emails, and forms. Serve as a supportive liaison between the field staff and the jobsite office staff.

Field, Subcontractor and Safety Administration

Respond to subcontractor questions and efficiently redirect inquiries to the appropriate PM or Superintendent. Track and process subcontractor Daily Reports to ensure accurate project progress tracking. Coordinate safety requirements for subcontractors coming on-site, including tracking and procuring Material Safety Data Sheets (MSDS/SDS) and safety documents. Assist the Superintendent with the initial setup of jobsite safety processes, emergency procedure follow-through, and safety documentation. Provide and manage field tracking tools, such as "Tidy Friday" sign-in sheets, delivery schedules, crane requests, and material hoist requests. Set up and manage the Saturday coverage rotation calendar, sending timely reminders to the scheduled team members. Assist field staff with compiling and submitting weekly per diems and monthly credit card/expense statements. Assist the Project Engineer or Project Coordinator in compiling Monthly Owner Reports.

Mobilization and Closeout Procedures

Manage the initial setup and mobilization of the jobsite trailer and office. Assist with closeout procedures, which includes attending punchlist walk-throughs to record items, take photos, and mark pins directly within Procore.

Professional Standards and Growth

Maintain a high level of professional standards: Demonstrate absolute honesty and integrity, maintain a professional appearance and conduct, show proven dependability, treat coworkers with respect, and handle conflict in a positive, responsible manner. Create "Raving Fans": Take the extra steps necessary when dealing with both internal and external clients to deliver exceptional service and build lasting relationships. Proactive Growth: Take the initiative and extra steps necessary to successfully increase responsibilities and capabilities at the jobsite. Perform other related administrative duties and responsibilities as required or assigned. Duties may include supporting the current jobsite, as well as traveling to other jobsites to coordinate jobsite needs as required.

Eligibility: Position requires verification of employment to work in the U.S.

• Competitive Salary
• Medical, Dental and Vision Benefits
• Retirement and Savings Benefits
• Flexible Spending and Health Savings Accounts
• Life Insurance
• Short-Term and Long-Term Disability
• Educational Assistance
• Paid Time Off (PTO)
• Employee Assistance and Wellness Programs
• Family Planning & Parenting Benefits
• Employee Discount Programs
• Pet insurance
• Charitable Donation Matching
• Volunteer Time Off (VTO)
• Employee Resource Groups (ERGs)

Disclaimer: Eligibility may vary based on factors such as role, hours worked, employment status, length of service, location, and other considerations. Detailed information will be shared with eligible candidates during the hiring process, and the official terms and conditions will be outlined in each individual offer document.

Ryan Companies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Notice to Candidates: Please be advised that initial outreach regarding employment at Ryan Companies will only occur via email from the domain @ryancompanies.com email address. If you receive communication from someone you believe is impersonating Ryan Companies, please report it to us at [e-mail]

Non-Solicitation Notice to Recruitment Agencies: Ryan Companies kindly requests that recruitment agencies and third-party recruiters do not submit unsolicited resumes or candidate information to any Ryan Companies employee or office. Ryan Companies will not be responsible for any fees or expenses associated with unsolicited submissions. If recruitment services are required, we will reach out directly to agencies on our approved vendor list. We appreciate your understanding and cooperation.

To be successful in this role, you must have previous administrative experience and/or construction industry experience. Strong organizational, communication, and analytical skills & good mathematical aptitude are required. Proficiency with Microsoft Office Suite is expected. You should be self-motivated and work well in a team environment. You need to consistently demonstrate initiative and successfully work towards increasing project responsibilities. At a minimum, you must be able to maintain an organized project filing system, manipulate a keyboard, read typed documents, lift 25 pounds, and communicate in-person & on the telephone.

With more than 80 years in business and 17 offices (and growing!), Ryan offers comprehensive commercial real estate solutions to customers across the US. We bring a collaborative, relationship-driven approach to delivering spaces where people thrive and businesses succeed. Join a company with an outstanding culture and competitive benefits. At Ryan, we don’t just build buildings – we build stories. Ryan Companies US, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, ethnicity, sex, sexual orientation, gender identity, gender expression, genetic information, national origin, ancestry, protected veteran or disability status, age, or any other characteristic protected by law.

View your Know your Rights poster If we can help accommodate a disability during any portion of the application or hiring process, please email [e-mail]. Reasonable accommodations will be determined on a case-by-case basis. Please be advised that initial outreach regarding employment at Ryan Companies will occur via email from the domain @ryancompanies.com email address. If you receive communication from someone you believe is impersonating Ryan Companies, please report it to us at [e-mail]