Project Assistant

Hiffman National; Oakbrook Terrace (IL); On-site; USD 42,000 - 62,000; Full time

Job summary

Hiffman National seeks a construction administration professional to support contract preparation, document control, and invoicing. You will review insurance certificates, track liens, and maintain organized project files in a collaborative team environment.

The role requires 1–3 years of related experience, strong MS Office skills, and the ability to work both independently and as part of the team. This is a full-time on-site position in Illinois.

Qualifications

• 1–3 years of related experience in construction administration.
• Excellent communication and customer service mindset.
• Ability to work both independently and within a team.
• Proficient in Word, PowerPoint and Excel for reporting.

Responsibilities

• Prepare contracts, change orders, and agreement templates.
• Review certificates of insurance for compliance and lien waivers.
• Maintain project files and manage administrative workflows.
• Generate invoices and support monthly financial reconciliations.
• Coordinate meetings and assist with reporting and governance.

Skills

Construction admin

Customer service

Team player

Independent work

Communication

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Job 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