What are the responsibilities and job description for the Administrative Assistant - Construction position at Construction Management Corporation of America?
Position Summary
Construction Management Corporation of America is a growing contractor serving the Chicagoland area. We are seeking a highly organized and detail-oriented Administrative Assistant to support construction project operations from inception through completion.
The ideal candidate will play a key role in supporting project documentation, permitting, utility locate requests, financial administration, and communication between project teams, subcontractors, municipalities, and clients. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced construction environment.
Key Responsibilities
- Manage and track project documentation, contracts, permits, and compliance records.
- Submit and monitor JULIE (Joint Utility Locating Information for Excavators) locate requests and maintain accurate records of utility clearances.
- Coordinate and assist with obtaining and maintaining municipal permits, licenses, and inspections.
- Process and track Accounts Payable (A/P), including vendor invoices, subcontractor payments, and expense documentation.
- Process and monitor Accounts Receivable (A/R), including customer invoicing, collections follow-up, and payment tracking.
- Maintain project schedules, status reports, and administrative records.
- Support project managers with contract administration, change orders, and project closeout documentation.
- Serve as a liaison between project teams, municipalities, utility companies, vendors, subcontractors, and customers.
- Ensure accurate data entry and recordkeeping across all project management and accounting systems.
- Generate reports and assist management with project tracking and financial reporting.
- Maintain organized digital and physical filing systems.
Qualifications
Required
- High school diploma or equivalent; associate degree or related education is a plus.
- Strong organizational, time-management, and multitasking abilities.
- Exceptional attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Proficiency with Microsoft Office Suite, including Excel, Word, and Outlook.
- Ability to work independently and as part of a team in a fast-paced environment.
Preferred
- Experience in the construction, utility, telecommunications, or infrastructure industry.
- Experience with JULIE utility locate requirements and processes.
- Experience obtaining and managing municipal permits and inspections.
- Experience supporting Accounts Payable and Accounts Receivable functions.
- Working knowledge of QuickBooks.
- Experience using a Customer Relationship Management (CRM) system.
- Familiarity with construction project documentation, contracts, and job costing.
Desired Skills
- Strong problem-solving abilities.
- High level of professionalism and customer service.
- Ability to prioritize competing deadlines.
- Self-motivated with a proactive approach to work.
- Ability to maintain confidentiality and handle sensitive financial information.
Benefits
- Competitive salary based on experience.
- Health insurance.
- Paid time off and holidays.
- Retirement plan opportunities.
- Growth opportunities.
We are looking for a dependable, detail-oriented professional who thrives in a construction environment and can help keep projects organized, compliant, and running efficiently from start to finish.
Construction Management Corporation of America is an Equal Opportunity Employer.
Job Type: Full-time
Work Location: In-person five days per week
Salary : $50,000 - $65,000