Project Assistant

NAI Hiffman; Oakbrook Terrace (IL); On-site; USD 60,000 - 65,000; Full time

Job summary

NAI Hiffman is seeking a construction administration professional to prepare contracts, change orders, and agreement templates, review COIs for compliance, and manage lien waivers. The role maintains project files, generates invoices, and supports monthly reporting and billing workflows while serving as backup during team absences.

The position requires 1-3 years of construction administration experience, a valid driver's license, and advanced skills in Word, PowerPoint, and Excel.

Qualifications

• 1-3 years of related experience, construction administration experience.
• Driver's License is required for this role.
• Excellent computer skills, must be advanced in Microsoft Word, PowerPoint and Excel.
• Requires a high level of commitment to customer service.
• An effective team player who also possesses the ability to work independently.

Responsibilities

• Prepare contracts, change orders, and agreement templates.
• Review certificates of insurance for compliance.
• Review partial and final lien waivers.
• Maintain complete and organized project files.
• Generate and track Project/CM fee invoices.
• Track interdepartmental billing and aged receivables.
• Prepare revenue projection reporting.
• Administer project management software platforms.
• Manage and update training manuals as directed.

Skills

Team player

Independent worker

Customer service

Driver's License

Tools

Microsoft Word

PowerPoint

Excel

Job description

General Duties
Prepare contracts, change orders, and agreement templates

Description

What your day looks like.

General Duties

• Prepare contracts, change orders, and agreement templates
• Review certificates of insurance for compliance
• Review partial and final lien waivers
• Maintain complete and organized project files
• Generate and track Project/CM fee invoices
• Track interdepartmental billing and aged receivables
• Prepare revenue projection reporting
• Administer project management software platforms
• Manage and update training manuals as directed

Project Services Support

• Maintain documentation governance and file integrity
• Coordinate meeting scheduling and preparation materials
• Support and track closeout documentation compilation
• Track contract approvals and invoice workflows
• Assist with monthly reporting and financial reconciliations
• Serve as administrative backup during team absences
• Track and manage permit status

Leadership & Team Development

• Demonstrate reliability and accuracy in documentation
• Communicate proactively regarding missing approvals or documentation
• Support overall team organization and efficiency

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, veteran status, or any other protected status under applicable laws.

Requirements

What sets you apart.

• 1-3 years of related experience, construction administration experience
• Driver's License is required for this role
• Ability to comprehend instructions, short correspondence, and memos.
• Excellent computer skills, must be advanced in Microsoft Word, PowerPoint and Excel
• Requires a high level of commitment to customer service
• An effective team player who also possesses the ability to work independently

Salary Description

$60,000 - $65,000