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Office Administrator
Office AdministratorHelios Construction Services • Chicago, IL, US
Office Administrator

Office Administrator

Helios Construction Services • Chicago, IL, US
[job_card.variable_days_ago]
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  • [job_card.full_time]
[job_card.job_description]

Job Description

Job Description

Salary :

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.

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