Office Administrator
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Job Location:
Chicago, IL - USA
Monthly Salary:
Not Disclosed
Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
Helios Construction Services is hiring an Office Administrator to support our Office Manager Principals and Project Teams across day-to-day office operations and project administration. This is a great role for someone whos organized responsive and eager to learn how a construction business runswhile building toward increasing responsibility in project documentation contract flow vendor compliance and closeout support.
What youll do
Office Executive Support
- Provide front desk/phone coverage mail handling and general office coordination
- Support Principals and the Office Manager with meeting scheduling and coordination (internal and external)
- Draft prepare distribute and follow up on correspondence and internal routing as needed
- Maintain office supplies basic library/supply needs kitchen supplies and cleanliness and administrative filing systems
Construction Project Administrative Support
- Assist project teams in managing paperwork and information flow for active construction projects
- Support project folder setup/maintenance and document control in SharePoint and project systems
- Help with invoice intake/logging and basic financial admin tasks (tracking routing reminders)
- Support permit tracking/expiration and other compliance-driven tasks
Vendor onboarding insurance compliance
- Collect and track vendor onboarding documents (W-9 COI contacts) and file appropriately.
- Collect certificates of insurance and verify compliance per direction; maintain organized compliance records.
Growth Path: Construction Operations / Project Coordinator Track
This role is built to grow. As you ramp up youll start taking ownership of defined process flow workstreams such as:
- Contract execution tracking and filing
- Vendor onboarding workflow
- Project coordinator support tasks that touch project startup contract exhibits COIs and eventually Procore/Sage alignment (as readiness grows)
Over time this position can develop into a Project Coordinator / Project Admin role with deeper ownership of contract administration compliance and project controls.
Qualifications
- 02 years of experience in an administrative coordinator or office support role (construction exposure a plus)
- Strong organization attention to detail and follow-through
- Clear written/verbal communication and comfort working with multiple stakeholders
- Working proficiency in Microsoft Office (Outlook Word Excel)
- Comfort learning new tools and systems (SharePoint / DocuSign / Procore exposure is a plus)
What success looks like in the first 90 days
- You will have an understanding of the Company and how team members work together within the Company
- You will become dependable on scheduling basic office workflows and document organization
- You will independently run vendor onboarding document collection and filing
- You will keep project/admin trackers current (invoices permits contacts etc.)
Compensation & Benefits
Helios offers competitive compensation and a comprehensive benefits package including health dental and vision insurance as well as a 401k.
How to apply
Submit your resume and a brief note about your interest in the role.
Required Experience:
Junior IC
Key Skills
- Office Manager Experience
- Microsoft Office
- Data Entry
- Microsoft Outlook
- Microsoft Word
- QuickBooks
- Office Experience
- Microsoft Excel
- Filing
- Administrative Experience
- Microsoft Outlook Calendar
- Bookkeeping
About Company
Helios Construction Services, is a commercial general contractor and construction management company in Chicago. Our projects enhance the built environment.
