Project Coordinator: Design & Fire Systems

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

Benefits offered by this job

Top-Tier Benefits

Bonus Programs

Generous PTO

Paid Parental Leave

Mental Health Resources

Wellness Programs

Professional Growth

Work-Life Balance

Job summary

J. F. Ahern Co.

in Chicago, IL is seeking an Office Administrator (Design & Fire Systems Operations) to support project coordination across Design, PM, Sales, Field Ops and Leadership teams. You will manage office tasks, document control, and assist with field paperwork to keep projects on schedule. The ideal candidate has an Associate's degree or 3–5 years of admin support or project coordination experience in construction/mechanical contracting/fire protection.

Qualifications

• Associate's degree in administrative, business or related program or 3–5 years of admin support or project coordination experience.
• 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 environment.
• Strong proficiency in Microsoft Office Suite.

Responsibilities

• 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.

Skills

Verbal and written communication

Customer service

Interpersonal skills

Organizational skills

Prioritization

Education

Associate's degree in administrative, business, or related program

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 across Design, PM, Sales, Field Ops and Leadership teams. You will manage office tasks, document control, and assist with field paperwork to keep projects on schedule. The ideal candidate has an Associate's degree or 3–5 years of admin support or project coordination experience in construction/mechanical contracting/fire protection.