{"id":1660612,"url":"https://alion.io/job/fh-paschen-administrative-assistant-2","title":"Administrative Assistant","company":{"id":672981,"name":"FH Paschen","domain":"fhpaschen.com","url":"https://alion.io/company/fhpaschen","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":{"grade":"B","score":75,"open_postings":3,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":40,"computed_at":"2026-10-24T06:02:35Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Chicago, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":40000,"max":55000,"currency":"USD","period":"year","gross":null,"usd_annual":55000},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":true},{"name":"Outlook","optional":true}],"status":"live","first_seen_at":"2026-10-13T16:38:42Z","employer_posted_date":"2026-10-13","last_verified_at":"2026-10-24T05:22:12Z","board_verified":true,"closed_at":null,"days_open":10,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":10},"description":"F.H. Paschen has over 115 years of experience in the construction industry. You’ve driven on highways we paved, you’ve travelled through airports we modernized, you’ve commuted through rail stations we constructed, and your children learn in schools we built. But we are MORE than that. We offer MORE Versatility -as we work in any industry, offering any delivery method and service. We operate with MORE Tenacity -as we maneuver through tight schedules, spaces, and budgets. We provide MORE Ingenuity -by creating solutions to solve your greatest challenges. And we perform with MORE Pride-in focusing on safety and quality, and in offering more opportunities for our communities and diverse populations to build with us. We deliver far more than just on time and on budget-we deliver with MORE Paschen.\nPosition Overview:\nProvide administrative support to project managers, engineers, and other team members, ensuring smooth and efficient operations within the construction projects. This position reports to the Office Manager and/or the project team.\n Assigned Responsibilities:\nManage incoming and outgoing correspondence, including phone calls, emails, and mail, and respond or redirect inquiries as appropriate.\nAssist with data entry, document formatting, and other administrative tasks to support project management activities.\nMaintain organized project files and records, both in physical and electronic formats, ensuring easy access and retrieval of information.\nGenerate subcontractor pay applications and voucher for payment.\nCoordinate and manage subcontractor payments, including timely and clear communication with subcontractors on paperwork required for release of payment.\nCollect, review, and file certified payrolls and lien waivers.\nVerify subcontractor insurance for compliance with contract requirements.\nMaintain billing & check logs and tracking sheets.\nPrepare and send subcontracts and change orders, route internally, and file.\nProcess vendor/supplier accounts payable vouchers for payment.\nLog and track owner payments and subcontractor payments in multiple systems.\nAssist with onboarding paperwork for new FHP trade workers.\nGenerate and submit department timecards.\nGenerate Illinois Department of Labor (IDOL) payroll reports for FHP trade people.\nEnter certified payroll into LCP Tracker software for payroll reports for FHP trade people.\nEnter compliance information for various owners, utilizing owner provided software programs when applicable.\nOrder office supplies and restock break room.\nSort, distribute and process daily mail for the division.\nOther duties as assigned.\nRequirements\nHigh school diploma or equivalent; associate degree or certification in administrative assistance is a plus. \nProven experience in an administrative support role, preferably in the construction or related industry.\nProficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with project management software.\nStrong organizational skills with the ability to multitask and prioritize tasks effectively.\nExcellent communication skills, both written and verbal, with a professional and courteous demeanor.\nAttention to detail and accuracy in data entry and document management.\nAbility to work independently with minimal supervision and as part of a team.\nAdaptability and willingness to learn new tasks and procedures.\nFamiliarity with construction terminology and processes is desirable but not required.\nBenefits\nHealth insurance\nDental insurance\nVision insurance\nPaid time off\n401K matching\nFlexible spending account\nLife insurance\nReferral program\nProfessional development assistance\nEligibility for Year End Bonus\nLifeLock Subscription \nSalary Range:\n$40,000 - $55,000\nF.H. Paschen reserves the right to offer the selected candidate or applicant an hourly rate or salary at an appropriate level to be set and determined by the employer that is commensurate with the applicant's qualifications, experience, education, skill training, certifications, or seniority.\nF.H. Paschen is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, and other legally protected characteristics.\nIf you require an accommodation in order to complete this application, please contact Tracy Tesnow at 773-444-3474.\n Note to Search Firm Agencies, Recruitment Agencies, and Similar Organizations and Firms: F.H. Paschen does not accept unsolicited resumes from recruiters or employment agencies. Please do not forward unsolicited resumes or candidate information to any F.H. Paschen employee. F.H Paschen will not pay fees to any third-party agency or firm and will not be responsible for any agency fees and referral compensation associated with unsolicited resumes. Unsolicited resumes received will be considered property of F.H. 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