Construction Office Administrator-Chicago

Harmon is seeking an Office Administrator II to support key administrative office employee project payroll and accounting processes for a local office or this role you will serve as an important point of contact for employees leaders project teams customers vendors and corporate partners while helping ensure business-critical processes are completed accurately and on time.

About the Role

As an Office Administrator II you will help keep daily operations running smoothly by supporting payroll onboarding invoicing project documentation shipping employee communications and office administration. You will work closely with on-site and off-site teams across the organization to provide timely accurate and professional administrative support.

This position is ideal for someone with construction or manufacturing office administration experience who is organized detail-oriented service-minded and comfortable communicating with internal and external stakeholders at all levels.

What Youll Do

• Own and support weekly timekeeping and payroll processes for assigned employee groups or regions.
• Assist with certified payroll union traveler agreements and payroll-related documentation as needed.
• Manage project documents filing document organization project closeouts and related administrative records.
• Support project managers with RFIs submittals monthly billing forms bid credits insurance certificates change orders and project setup activities.
• Assist with OCCIP/CCIP program setup and certificate of insurance tracking to support compliance.
• Coordinate new hire and rehire processing orientation paperwork and onboarding documentation.
• Process employee status changes including terminations promotions adjustments union scale changes leave changes and other employment updates.
• Coordinate travel arrangements for field and union employees.
• Coordinate local drug testing for new hires and current employees.
• Support project administration tasks such as copying and labeling drawings assembling drawing packages updating quality issue cards entering spreadsheet data tracking progress and preparing job information reports.
• Ensure records are retained protected retrieved transferred and disposed of according to corporate procedures.

Employee Support

• Serve as a frontline resource for employee questions and help direct employees to the appropriate resources including handbooks contracts or collective bargaining agreements.
• Support employee communications by updating digital and physical communication channels including office televisions breakroom boards and jobsite postings.
• Partner with safety leaders to ensure required safety documents and PPE are available.
• Support safety-related processes such as DOT compliance fleet management OSHA recordkeeping safety committee meetings workers compensation and safety award programs.

Office and Leadership Support

• Serve as a key point of contact for the office or region.
• Answer phones manage shipping and receiving order office supplies coordinate building services and maintenance sort mail and complete other general office duties.
• Build productive working relationships with corporate departments customers vendors and internal teams.
• Partner with local leadership to prepare reports presentations postings emails and materials for key initiatives.
• Provide onsite meeting support by preparing meeting spaces documents and meals.
• Support budgeting and financial administration through invoice processing billing collection vendor maintenance purchase order management monthly billings expense reporting credit card reconciliation and financial controls.
• Assist with month-end quarter-end and year-end financial duties as needed.

What You Will Bring

• High school education or equivalent.
• Minimum of 5 years of administrative work experience.
• Experience in the construction or manufacturing industry
• Experience supporting payroll onboarding invoicing project documentation and office operations.
• Familiarity with safety compliance employee records or project administration processes.
• Strong attention to detail and ability to manage multiple priorities.
• Ability to communicate clearly and professionally with employees leaders customers vendors and corporate partners.
• Strong time management skills and ability to meet deadlines with urgency.
• Ability to handle confidential information with discretion and sound judgment.
• High level of professional integrity honesty and personal credibility.
• Experience supporting multiple leaders projects and areas.

Ideal Candidate Strengths

The successful candidate will be someone who can:

• Collaborate effectively with peers leaders and cross-functional partners.
• Stay focused on results while maintaining strong customer service and attention to detail.
• Do the right thing by treating others with respect and acting with integrity.
• Adapt quickly to changing business and project needs.
• Create a welcoming office environment and support a balanced workplace culture.
• Seek clarity and alignment before moving work forward.
• Solve problems using available information and sound judgment.
• Take ownership of results.
• Write clear concise professional notes and correspondence.

Compensation Range: $36.05/hr.-$39.90/hr.

Location: Fully In Office in Bolingbrook IL

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Our Benefits

Apogee and our brands are an Equal Opportunity Employer.