Office Administrator (Design & Fire Systems Operations)

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

Looking for a company who values your skills, respects your contributions, and gives you the tools to thrive?

With more than 145 years as a family-owned business, we've built a reputation as one of the best mechanical and fire protection contractors in the country. We pride ourselves on delivering unmatched quality and innovation while providing you with job stability, opportunities for career progression, and support. We have an exciting opportunity for aOffice Administrator (Design & Fire Systems Operations) located in Chicago, IL.

How you will contribute

As a Project Coordinator, you will play a critical role in supporting the successful execution of projects within our Fire Protection division. You will work closely with Design, Project Management, Sales, Field Operations, and Leadership Teams by providing general administrative (office management), operational, and project coordination support to ensure projects remain organized, on schedule, and fully supported from planning through completion. Your responsibilities will include:

• Assist in creating, tracking, and monitoring Foreman Packs and technician packets for field deployment.
• Track project milestones and ensure deadlines are met for submittals, O&M manuals, inspections, and other project deliverables.
• Support the Design, Project Management, and Sales team by gathering, organizing, and maintaining accurate project documentation and information.
• Participate in job scope, project status, and weekly progress meetings, including facilitating meetings when needed and documenting meeting minutes.
• Provide project-specific information and updates to internal teams and customers.
• Assist with obtaining information from local municipalities, authorities having jurisdiction (AHJs), and other external stakeholders.
• Ensure project records, documentation, and tracking systems remain accurate and up to date.
• Respond effectively to changing priorities and a variety of non-recurring assignments while maintaining organization and attention to detail.

In this role, you will work alongside team members at all levels of the organization, supporting both office and field operations through exceptional customer service, strong communication, and proactive coordination. Your adaptability and commitment to excellence will make you an instrumental part of our team's success.

What you need to qualify

The ideal candidate should bring to Ahern a completed Associate's degree in an administrative, business, or related program and/or three to five years of administrative support or project coordination experience, preferably within the construction, mechanical contracting, or fire protection industry. Successful candidates will possess:

• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Exceptional organizational skills and attention to detail.
• Ability to prioritize and manage multiple tasks in a fast-paced, deadline-driven environment.
• Strong proficiency in Microsoft Office Suite.

If you're ready to contribute to a collaborative team, support impactful projects, and grow your career with an industry leader, Ahern wants you!

What's in it for you

At Ahern, we understand that life is more than just work-and we're committed to supporting our employees in every aspect of their lives. Our comprehensive benefits package is designed to give you the flexibility, security, and support you need to thrive-at work and at home.

Here's how we stand out from the rest

• Top-Tier Benefits: Our 401(k) match and health benefits rank in the top 20% nationwide
• Incentives: A significant portion of our profits is shared with employees through bonus programs
• Generous PTO with the opportunity to buy additional time off
• Paid Parental Leave: Supporting you at every life stage with paid maternity and paternity leave
• Mental Health Resources: Free, full-service mental health care for you and your family
• Wellness Programs: Access on-site fitness centers, personal development funds, and more
• Professional Growth: Take advantage of education assistance, training programs, and development opportunities to advance your career
• Work-Life Balance: Enjoy hybrid and flexible schedules to fit your needs

By joining Ahern, you'll gain the stability of a company that's been a leader in the industry since 1880, the pride of doing meaningful work, and the support of a team dedicated to your success. Don't settle for just any job-experience what it's like to work for the best!

Estimated Compensation: $28.00-$35.00 per hour plus bonus. Final offers based on education, experience, qualifications, and internal equity.

Ahern is an Equal Opportunity Employer and is committed to providing a workplace free from discrimination and harassment.