Job Title:
Job Description
The Administrative Project Coordinator provides comprehensive administrative and clerical support to ensure efficient operations across all active projects and departments. Reporting to the Director of Finance and Administration, this role supports office management, project administration, construction and government contracting processes, and executive-level tasks. The ideal candidate is self-motivated, ambitious, highly detail-oriented, and demonstrates excellent time management skills while thriving in a fast-paced construction environment.
Responsibilities
- Process incoming mail, phone calls, and perform a wide range of general clerical office duties to support daily operations.
- Manage calendars, schedule meetings, and handle initial interactions with potential vendors to support procurement and coordination efforts.
- Assist with data entry, photocopying, mailing, and scanning documents to maintain accurate and organized records.
- Inventory, order, and coordinate office supply purchases and deliveries to the appropriate departments to ensure adequate stock and smooth operations.
- Welcome visitors to the office, provide information, and ensure a professional and courteous reception experience.
- Enter new projects into Procore, BuildingConnected, and other applications, maintaining accurate project setup and documentation.
- Manage insurance and W9 requirements for projects, ensuring subcontractor compliance with contractual and regulatory standards.
- Administer subcontractor compliance and invoicing processes, including waivers, certified payrolls, and current insurance certificates.
- Prepare reports, written communications, and meeting minutes to support internal and external stakeholders.
- Prepare and manage construction subcontract agreements, ensuring all appropriate attachments, references, and documentation are included.
- Administer employee expense reports and supporting documentation, ensuring accuracy and timely processing.
- Update client and subcontractor invoices and payments in Procore and track associated documentation.
- Track and monitor lien waivers for all projects to support proper project closeout and compliance.
- Create and organize filing systems and maintain both digital and paper records to ensure efficient retrieval and recordkeeping.
- Coordinate travel arrangements, including booking transportation and accommodations for employees and guests.
- Schedule candidate interviews and track the status of applicants from various recruitment sources to support hiring activities.
- Work closely with a third-party managed IT services provider to support new and existing devices, software licensing, and government information security requirements.
- Prepare internal company resumes and bios for proposals and the website to support business development and marketing efforts.
- Prepare and maintain Project Profile Sheets for completed projects to support portfolio documentation and marketing materials.
- Maintain an up-to-date Employee Credentials and Qualifications list to support compliance, proposals, and project staffing.
- Assist in planning company special events and outings, including logistics, communication, and coordination.
- Register employees in training and professional development programs to support ongoing learning and credential maintenance.
- Deliver sealed proposals and attend pre-bid meetings as needed to support business development and project pursuits.
- Administer the employee onboarding process, including electronic device setup, software license coordination, business card ordering, and user setup in Procore for employees, subcontractors, clients, and other stakeholders.
- Issue safety and personal protective equipment and ensure new employees receive an initial set of office supplies at their workstations.
- Coordinate ordering of branded materials such as shirts, hats, and other items to support company identity and employee engagement.
- Facilitate enrollment in health insurance, life insurance, long- and short-term disability coverage, Simple IRA plans, and discretionary benefits such as dental and vision.
- Request and secure bid bonds, insurance certificates, and performance and payment bonds from insurance providers and surety partners.
- Respect and maintain confidentiality of employees personal matters and information in all administrative activities.
- Perform other duties as required by management to support administrative operations and organizational needs.
Essential Skills
- Minimum of an associates degree in a related field.
- 3 to 5 years of experience in a similar administrative role within the construction industry.
- Demonstrated ability to respect and maintain confidentiality of employees personal matters and information.
- Strong administrative and clerical skills, including filing, recordkeeping, and general office procedures.
- Proficiency in the full Microsoft Office suite, especially Excel, Word, Outlook, and calendar management.
- Strong computer skills with the ability to quickly learn and use new systems and applications.
- Proficiency in Procore for project and financial administration.
- Experience with Adobe Acrobat and SharePoint for document management and collaboration.
- Excellent verbal and written communication skills for clear, professional interactions.
- Excellent interpersonal and customer service skills for working with internal and external stakeholders.
- Strong organizational skills and exceptional attention to detail in managing multiple tasks and deadlines.
- Ability to exercise initiative and achieve objectives with minimal supervision.
- Ability to meet deadlines while maintaining a professional attitude and collaborative approach.
- Confidence in communicating clearly and professionally with senior management, clients, government officials, suppliers, and project partners.
- Ability to be firm yet diplomatic when pursuing necessary information and documentation from internal and external sources.
- Demonstrated capacity to work independently without excessive supervision and to take ownership of assigned responsibilities.
Work Environment
This role is based in an office located in Des Plaines near O'Hare, supporting a construction firm that delivers commercial, industrial, and infrastructure projects throughout the Chicagoland area. The standard work schedule runs from 8:00 AM to 5:00 PM with an unpaid lunch period, and flexible start and end times may be considered based on business needs. The position may require occasional local travel or document delivery, including delivering sealed proposals and attending pre-bid meetings. The environment is fast-paced, team-oriented, and hands-on, with direct visibility and impact across multiple departments and projects. Employees work closely with administrative staff and project teams in a collaborative culture that emphasizes accountability, clear communication, and support for both field and office operations. The company offers a stable setting with a long operating history, significant recent growth, opportunities for long-term employment, exposure to multiple areas of the business, and a flexible work environment that supports motivated employees seeking growth and professional development.
Job Type & Location
This is a Permanent position based out of DES PLAINES, IL.
Pay and Benefits
The pay range for this position is $60000.00 - $90000.00/yr.
Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.
Medical, Dental, and Vision: Comprehensive healthcare coverage for employees. Retirement: 401(k) plan with company match. Time Off: Paid time off (PTO) and paid holidays. Insurance: Life insurance and disability insurance. Development & Bonuses: Job training, skill-building opportunities, and performance bonuses.
Job Type & Location
This is a Permanent position based out of DES PLAINES, IL.
Application Deadline
This position is anticipated to close on Nov 6, 2026.
Workplace Type
This is a fully onsite position in DES PLAINES,IL.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.