Construction Office Administrator-Chicago

Build Your Career With A Leader In Building Façade Solutions

Harmon is seeking an Office Administrator II to support key administrative, office, employee, project, payroll, and accounting processes for a local office or region. In this role, you will serve as an important point of contact for employees, leaders, project teams, customers, vendors, and corporate partners while helping ensure business-critical processes are completed accurately and on time.

As an Office Administrator II, you will help keep daily operations running smoothly by supporting payroll, onboarding, invoicing, project documentation, shipping, employee communications, and office administration. You will work closely with on-site and off-site teams across the organization to provide timely, accurate, and professional administrative support.

This position is ideal for someone with construction or manufacturing office administration experience who is organized, detail-oriented, service-minded, and comfortable communicating with internal and external stakeholders at all levels.

Administrative and Process Support

• Own and support weekly timekeeping and payroll processes for assigned employee groups or regions.
• Assist with certified payroll, union traveler agreements, and payroll-related documentation as needed.
• Manage project documents, filing, document organization, project closeouts, and related administrative records.
• Support project managers with RFIs, submittals, monthly billing forms, bid credits, insurance certificates, change orders, and project setup activities.
• Assist with OCCIP/CCIP program setup and certificate of insurance tracking to support compliance.
• Coordinate new hire and rehire processing, orientation paperwork, and onboarding documentation.
• Process employee status changes, including terminations, promotions, adjustments, union scale changes, leave changes, and other employment updates.
• Coordinate travel arrangements for field and union employees.
• Coordinate local drug testing for new hires and current employees.
• Support project administration tasks such as copying and labeling drawings, assembling drawing packages, updating quality issue cards, entering spreadsheet data, tracking progress, and preparing job information reports.
• Ensure records are retained, protected, retrieved, transferred, and disposed of according to corporate procedures.

Employee Support

• Serve as a frontline resource for employee questions and help direct employees to the appropriate resources, including handbooks, contracts, or collective bargaining agreements.
• Support employee communications by updating digital and physical communication channels, including office televisions, breakroom boards, and jobsite postings.
• Partner with safety leaders to ensure required safety documents and PPE are available.
• Support safety-related processes such as DOT compliance, fleet management, OSHA recordkeeping, safety committee meetings, workers compensation, and safety award programs.

Office and Leadership Support

• Serve as a key point of contact for the office or region.
• Answer phones, manage shipping and receiving, order office supplies, coordinate building services and maintenance, sort mail, and complete other general office duties.
• Build productive working relationships with corporate departments, customers, vendors, and internal teams.
• Partner with local leadership to prepare reports, presentations, postings, emails, and materials for key initiatives.
• Provide onsite meeting support by preparing meeting spaces, documents, and meals.
• Support budgeting and financial administration through invoice processing, billing collection, vendor maintenance, purchase order management, monthly billings, expense reporting, credit card reconciliation, and financial controls.
• Assist with month-end, quarter-end, and year-end financial duties as needed.

What You Will Bring

• High school education or equivalent.
• Minimum of 5 years of administrative work experience.
• Experience in the construction or manufacturing industry
• Experience supporting payroll, onboarding, invoicing, project documentation and office operations.
• Familiarity with safety, compliance, employee records, or project administration processes.
• Strong attention to detail and ability to manage multiple priorities.
• Ability to communicate clearly and professionally with employees, leaders, customers, vendors, and corporate partners.
• Strong time management skills and ability to meet deadlines with urgency.
• Ability to handle confidential information with discretion and sound judgment.
• High level of professional integrity, honesty, and personal credibility.
• Experience supporting multiple leaders, projects and areas.

Ideal Candidate Strengths

• Collaborate effectively with peers, leaders, and cross-functional partners.
• Stay focused on results while maintaining strong customer service and attention to detail.
• Do the right thing by treating others with respect and acting with integrity.
• Adapt quickly to changing business and project needs.
• Create a welcoming office…