Office Manager

F.H. Paschen has over 110 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.

Position Overview:

This position is to provide administrative support to various project teams and reports directly to the Sr. Office Manager in the Building Division.

• Review and track receipt of subcontractor insurance certifications to ensure compliance with contract requirements.
• Coordinate and manage subcontractor payments including but not limited to creating vouchers, obtaining lien waivers including 2nd tiers, confirming compliance items (CUF, CP, EEO), current COI, etc., are completed prior to check release.
• Enter subcontractor payments in tracking software, as required by Owners, such as B2G Now.
• Assist in obtaining DBE Commercially Useful Function documentation throughout project.
• Maintain electronic filing of documents per department standards.
• Assist when needed with compliance, onboarding, and other department processes.
• Support Project Teams with Project various activities as needed; Including but not limited to; collecting, organizing, and reproducing Subcontractor warranties, O&M Manuals, etc.
• Prepare and send Subcontracts and Supplier Agreements via Site Specs software.
• Submit Department Timecard(s)
• Collect, submit and review certified payrolls as required by Owner.
• Coordinate vendor activities and payments for Division.
• Sort, distribute and process daily mail for the Division accordingly.
• General office support such as data entry, filing, etc.
• Other duties as assigned.

*Assigned responsibilities may include any or all of the above

Work Environment:

Work is primarily performed in the office. Noise levels vary.

Work Hours:

General work hours are 8:00 am – 5:00 pm and 5-day work weeks are standard. Note that work hours and workdays may vary (changes, additions, etc.) based on critical work activities.

Physical Demands:

Involves sitting, walking, stooping, bending, reaching, and lifting. Can involve heavy lifting and/or moving files as necessary.

Requirements

• H.S. Diploma and minimum 1-year office experience required.
• 3-5 years Construction experience preferred.
• Knowledge of word-processing, spreadsheet(s) and basic accounting principles required.
• Good communication and organizational skills are necessary.

F.H. Paschen is an equal opportunity employer.  We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

If you require an accommodation in order to complete this application, please contact Tracy Tesnow at 773-444-3474.

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. Paschen and will be processed accordingly.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Paid time off
• 401K matching
• Flexible spending account
• Life insurance
• Referral program
• Professional development assistance