Construction Office Administrator-Chicago

Harmon, Inc. **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. **About the Role** 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. **What You’ll Do** ### 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** ### Required Qualifications * 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** The successful candidate will be someone who can: * 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 environment and support a balanced workplace culture. * Seek clarity and alignment before moving work forward. * Solve problems using available information and sound judgment. * Take ownership of results. * Write clear, concise, professional notes and correspondence. _Compensation Range: $36.05/hr.-$39.90/hr._ _Location: Fully In Office in Bolingbrook, IL_ #LI-AB1 **Our Benefits** We care about and invest in our employees. We are proud to offer a comprehensive benefits package designed to support their well-being and foster professional development. Here is a glimpse of what you can look forward to if you join our team. * Competitive Benefits Package for employees and their dependents (Medical, Dental, Vision, Life, Disability) * Incentive Plans * 401(k) with employer contribution and match * Employee Stock Purchase Plan with employer match * Paid Time Off (Vacation and Sick Time) * Paid Holidays * Tuition Reimbursement Program * Employee Assistance Program (EAP) * Wellness Program * Training and Career Progression Apogee and our brands are an Equal Opportunity Employer.