Office Administrator

Role:
Office Administrator
Company:
BIG Construction
Location:
Chicago, IL
Reports to:
Office Manager
Status
Exempt
Date:
October 22, 2019

summary

Working under direct supervision, Office Administrator will be responsible for a varied and complex project support and procedural assistance to project managers and for coordinating office operations and maintain the office space organized. This position will serve as BIG Construction’s main point of contact and support the team with various project related items to ensure project runs smoothly from start to start to finish. Office Administrator is responsible for obtaining/renewing Insurance Certificates on behalf of BIG and request/review insurance for all Subcontractors for all projects. The Office Administrator is responsible for protecting and promoting the interest of BIG Construction in all matters. Office Administrator is expected to maintain positive and effective working relationships with both internal and external members of the Project Team ad support all departments.

key responsibilities

  • Log and track subcontractor and vendor insurance
  • Answer incoming calls to the main office number
  • Keep office supply areas stocked and tidy, order supplies. Order food & drinks
  • Maintain office equipment,printer jam
  • Maintain calendars with vacation dates and employee birthdays, decorating for birthdays
  • Greet, assist office guests and/or packages etc. being delivered
  • Assist in preparation of mail, FedEx, messenger packages, sending out, order drawings
  • Order food and beverages for client PM meeting
  • Create custom hardhats
  • Assist with office security badge access
  • ITB Tracking and BID Books
  • Ordering Drawings thru Cushing
  • Create Project Directories in CMIC and update daily as needed
  • Help with closeout books
  • Update phone list
  • Book conference rooms for meetings outside of the office
  • Management of in-house conference room
  • Help with physical submittals –train on how to do physical submittals
  • Perform other administrative duties as requested
  • Help with setting up Happy Hours
  • Help with monthly birthday decorations and birthday lunches
  • Maintain waivers@ inbox and hard copies, both scanning and filing
  • CMIC data entry, vendor onboarding, and ad hoc invoice processing

qualifications & experience

  • Associate’s or bachelor’s degree
  • One to three years of experience in an administrative or office environment role, or related field preferred

knowledge & skills

  • Strong written and verbal communication skills,as well as the ability to build strong interpersonal relationships.
  • Able to apply innovative and effective techniques to maximize personal performance.
  • Highly motivated and interested in challenging the status quo, isn’t afraid to ask questions and propose solutions.
  • Detail-oriented and organized.
  • Strong computer skills as well as a familiarity with the programs offered by Microsoft Office.
  • Self-motivated with the ability to work independently and as a member of a team.

physical demands

  • Ability to remain in a seated position for the majority of the day while in the home office (between 70% -100% of work time)operating a computer, phone, and other office equipment, i.e., a copier and computer printer (between 70% -100% of work time).
  • Ability to lift or move supplies, equipment,boxes, documents and materials weighing up to 40 lbs (occasionally heavier than 40 lbs) in the office suite or at worksites (i.e., vendor sites, client sites,etc.).
  • Must be able to communicate via phone, email,and in-person with colleagues and professional contacts (i.e., vendors, support service providers, etc.) for the majority of the day (between 70% -100% of work time).

Additional Eligibility Criteria

  • Regular communication with internal and external constituents is required, including occasionally
    outside of regular working hours.
  • Must be legally authorized to work in the United States without restriction and/or company sponsorship.

Dollar Limit Approval Thresholds (for applicable roles)

  • Reference BIG Construction Employee Handbook

Working Conditions & Environment

  • May be required to work beyond office hours – some nights and weekends – as required by the needs
    of the department and this position as well as the needs of the organization.
  • Must be able to commute as required from office to job-site locations located within a 100-mile radius
    from office as required. Reference employee handbook regarding mileage reimbursement.

Disclaimer

This job description reflects management's assignment of essential functions; and nothing in this herein restricts management's right to assign or reassign duties and responsibilities to this job at any time. The duties above are not to be considered a complete list of duties and responsibilities assigned to this position. Temporary modifications to provide reasonable accommodations do not waive any essential functions of the job requirements.