Administrative Coordinator

Description We are looking for an Administrative Coordinator to support construction-related operations in West Chicago, Illinois. This contract position with potential for a permanent opportunity is ideal for someone who can keep documentation organized, coordinate communication across multiple stakeholders, and help maintain steady progress on active projects. The role combines administrative oversight, scheduling support, and financial processing to keep daily workflows accurate and efficient.

Responsibilities:

• Organize and maintain project records, including agreements, revisions, permits, applications, and final closeout materials.
• Coordinate compliance-related documentation by tracking items such as RFIs, submittals, insurance records, and tax forms for subcontractors and vendors.
• Review, route, and monitor invoices, payment applications, and expense documentation to support timely approvals and processing.
• Track project-related financial details such as job costs, lien waivers, and subcontractor payment status.
• Maintain schedules for projects, monitor deadlines and deliverables, and help keep subcontractor activities aligned with timelines.
• Arrange meetings for project teams, prepare supporting materials, and distribute notes or documentation to relevant participants.
• Enter and update project information within company systems and databases to ensure records remain accurate and current.
• Serve as a communication hub for project managers, engineers, clients, vendors, and subcontractors to support smooth day-to-day coordination.
• Provide broad administrative support, including ordering materials, assembling bid-related documentation, and assisting with special projects as needed. Requirements
• At least 3 years of experience in administrative support, preferably within construction or a project-based environment.
• Strong ability to manage documentation, maintain organized records, and handle multiple priorities with accuracy.
• Experience coordinating calendars, meetings, and project schedules in a fast-paced setting.
• Familiarity with invoice processing, expense tracking, and general administrative financial support.
• Clear written and verbal communication skills for working with internal teams, clients, and external partners.
• Proficiency with data entry and maintaining information in business or construction management software.
• Ability to answer inbound calls professionally and respond to routine administrative requests efficiently.

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