Talent.com
Office Administrator
Office AdministratorHelios Construction Services • Chicago, IL, United States
Office Administrator

Office Administrator

Helios Construction Services • Chicago, IL, United States
12 days ago
Job type
  • Full-time
Job description

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 who's organized, responsive, and eager to learn how a construction business runs-while building toward increasing responsibility in project documentation, contract flow, vendor compliance, and closeout support.

What you'll 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, you'll 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
  • 0-2 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.
Create a job alert for this search

Office Administrator • Chicago, IL, United States

Similar jobs

Contract Administrator

PEAK TechnologiesChicago, IL, United States
Full-time

Hardware Service Contract Renewal Management Specialist.For over 35 years, Peak Technologies has been at the forefront of providing end-to-end enterprise mobility, managed services, printing and mo...Show more

 • Promoted

Office Manager - Dentist Office

HireHygienistChicago, IL, United States
Full-time

In search of a Director of Operations / Office Manager for an establish private dentist office in Wicker Park.This is a full-time position offering great benefits.All experience levels will be cons...Show more

 • Promoted

Office Engineer

GhafariChicago, IL, United States
Full-time

The Office Engineer is responsible for assisting the Resident Engineer with preparation of all contract documentation and correspondence related to the project and ensures that all contract documen...Show more

 • Promoted

Middle Office Analyst

Chicago Financial SearchChicago, IL, United States
Full-time

We are looking for a Middle Office Analyst to support our Accounting, Risk, and Trading teams with reporting, P&L reconciliation, and trade/position balancing.For the right candidate, this position...Show more

 • Promoted

Sr. Privacy Office Administrator

Health Care Service CorporationChicago, IL, United States
Full-time

At HCSC, our employees are the cornerstone of our business and the foundation to our success.We empower employees with curated development plans that foster growth and promote rewarding, fulfilling...Show more

 • Promoted

Senior NICE CXone Administrator

Insight GlobalChicago, IL, United States
Full-time

The NICE CXone Administrator reports to the Salesforce Administrator Team Lead and is responsible for designing and implementing solutions that optimize the inside sales team's workflows and help d...Show more

 • Promoted

Single Family Office Senior Trust Administrator

ECG Resources, Inc.Chicago, IL, United States
Full-time

This firm is a full-service private family office.We provide alternative investment management, trust.The office serves a broad range of family households across complex investment partnerships, tr...Show more

 • Promoted

Privacy Office Administrator

HCSCChicago, IL, United States
Full-time

At HCSC, our employees are the cornerstone of our business and the foundation to our success.We empower employees with curated development plans that foster growth and promote rewarding, fulfilling...Show more

 • Promoted

Leave of Absence Administrator

Lewis Brisbois Bisgaard & SmithChicago, IL, United States
Full-time

Leave Of Absence Administrator.The Chicago, IL office of Lewis Brisbois, a full-service AmLaw 100 firm, is seeking a Leave Of Absence Administrator to support all levels of the firm across entire f...Show more

 • Promoted

Procurement Administrator

CRRC Sifang AmericaChicago, IL, United States
Full-time

Coordinates the procurement and distribution of materials, parts, equipment, and supplies for the organization by performing the following duties.Helps to establish and support adherence to certain...Show more

 • Promoted

LMS Administrator

Kaav Inc.Chicago, IL, United States
Full-time

This role will provide support to the Learning Technology team.The role will primarily focus on testing elearning lessons, reports and new configurations.This role will serve as the talent manageme...Show more

 • Promoted

OKTA Administrator

Syntricate TechnologiesChicago, IL, United States
Full-time

We are looking for an OKTA Administrator with skills for implementing OKTA B2B and B2C user journeys.The resource must have at least 3 years of hands-on experience in MFA Implementations, integrati...Show more

 • Promoted

Office Coordinator

State of IllinoisHarvey, IL, United States
Full-time +1

Job Requisition ID: 54563 Open Date: 03/30/2026 Closing Date: 04/13/2026 Agency: Department of Children and Family Services Class Title: OFFICE COORDINATOR - 30025 Skill Option: Keyboarding Bilingu...Show more

 • Promoted

Office Clerk

UNITED FURNITURE IMPORT & EXPORT INBedford Park, IL, United States
Full-time

Career Advancement Opportunities.We are seeking an Office Clerk to join our team! As an Office Clerk, you will answer the phones, direct calls, and handle customer questions.You will also taking cu...Show more

 • Promoted

Leave of Absence Administrator

Lewis BrisboisChicago, IL, United States
Full-time

Leave Of Absence Administrator.The Chicago, IL office of Lewis Brisbois, a full-service AmLaw 100 firm, is seeking a Leave Of Absence Administrator to support all levels of the firm across entire f...Show more

 • Promoted

Dean's Office Administrator

The University of ChicagoChicago, IL, United States
Full-time

The University of Chicago Law School occupies a unique niche among this country's premier law schools.Located on a residential campus in one of America's great cities, UChicago Law offers a rigorou...Show more

 • Promoted

Corporate Office Receptionist

ITWGlenview, IL, United States
Full-time

Since its founding more than 100 years ago, ITW has become one of the world's leading diversified manufacturers of specialized industrial equipment, consumables, and related service businesses.We p...Show more

 • Promoted

Office Assistant

Aspen Technical StaffingChicago, IL, United States
Full-time

This role is responsible for providing administrative and operational support to ensure the smooth day-to-day functioning of the office.The ideal candidate is highly organized, detail-oriented, and...Show more