Construction Administrator (Remote/Hybrid)

This position is a key resource for assisting the Construction Coordination team with administrative tasks related to project documentation, data entry, and order maintenance for the construction division. The role involves various clerical tasks, including form input and document file maintenance.

Responsibilities

• Permit-related tasks:
  • Contact jurisdictions via portal, email, or phone
  • Track permits and schedule inspections
  • Load current trade licenses into portals
  • File permit documentation
  • Process payments
• Backup to Subcontractor Documentation:
  • Maintain W9s and current Certificates of Insurance (COIs) for all subcontractors
  • Issue and track AIA Master Subcontract Agreements
  • Process and issue project-specific AIA Work Orders and Change Orders
  • Request and maintain waiver requests and check releases
• Rental Purchase Order Duties:
  • Monitor the rental inbox for new requests
  • Issue daily rental purchase orders
  • Data entry to itemize all rental invoices for the construction division
  • Maintain and distribute the rental tracker
  • Monitor and close out all open rental purchase orders in a timely manner
  • Confirm rental call-offs
  • Source additional rental companies as needed
• Service Dispatch Review:
  • Monitor the widget for service calls sent to construction
  • Email Project Managers to clarify if service calls for active contracts are construction or service responsibilities
  • Timely monitoring and resolution of all dispatches in the widget
• ADP Wisley Travel Card Funding:
  • Fund Wisley cards daily and allocate to job costs
  • Maintain a spreadsheet of all funding
  • Audit funding weekly
• Perform other related duties as required and assigned

Requirements

• Very strong attention to detail
• Ability to work in a fast-paced department and prioritize requests
• Mature judgment and strong organizational skills
• Analytical abilities to problem solve and anticipate departmental requirements
• This is a Remote/Hybrid position that may require coming into the Glendale Heights, IL office depending on business needs

Qualifications

• High School Diploma or GED
• At least one year of office experience
• Computer knowledge preferred, including MS Office (Word, Excel, and Outlook)

Physical Requirements

• Regularly required to sit; occasionally required to stand and walk
• Occasionally lift and/or move up to 15 pounds
• Noise level is usually quiet