Construction Office Administrator

About Us

SIPC is a union HVAC, plumbing, and mechanical contractor operating across three locals in Southern Illinois. We serve commercial, industrial, and public sector clients on projects ranging from T&M service work to large CDB-governed contracts. Our team is built on craftsmanship, compliance, and reliability — and we are looking for an office professional who takes the same approach to their work.

The Role

This is a critical operational position. You will be the administrative and compliance backbone of our office, managing union payroll for multiple locals, keeping our certifications and licenses current, overseeing project invoicing and lien waiver processes, and serving as the hub that keeps field, management, and accounting aligned. This is not a routine office manager role. We need someone who understands the construction industry, can navigate union CBA requirements, and is comfortable working in a fast-paced environment where accuracy and deadlines matter.

What You Will Do

• Process weekly union payroll across three locals, including compliance with each local's CBA rules (overtime benefit overrides, benefit calculations, and local-specific spreadsheet requirements)
• Prepare and submit certified payroll reports for CDB and federal prevailing wage projects using both the state portal and NetSuite
• Manage all compliance renewals and filings: CDB Prequalification, Illinois Procurement Gateway (IPG), MBE Certification, Plumbers State License, Company Plumbers License, Certificate of Good Standing, and Business Insurance Policy
• Track project invoices and lien waivers from receipt through PM approval and Procore entry
• Handle tax-exempt management on vendor invoices and coordinate matching of packing slips with invoices
• Support project billing: T&M cost tracking, Schedule of Values (SOV) building, and coordination with project managers on invoicing
• Prepare and process ACH payments and checks for project and administrative expenses
• Manage new hire onboarding and unemployment matters
• Notarize pay requests, bid documents, lien waivers, and bid bonds as needed
• Serve as the primary office point of contact for field personnel and management
• Maintain general knowledge of active projects and provide administrative support to the project management team

What We Are Looking For

• Experience in construction, mechanical, or trade contractor office administration — union contractor experience strongly preferred
• Understanding of union payroll processing, CBA compliance, and certified payroll reporting under Illinois prevailing wage law
• Proficiency in NetSuite or a comparable construction ERP; Procore experience is a plus
• Strong organizational skills with the ability to manage multiple deadlines, renewals, and compliance obligations simultaneously
• Comfort with technology and a willingness to learn and adopt digital workflows and AI-assisted tools to streamline processes
• Notary Public certification or willingness to obtain
• High level of discretion, reliability, and professional judgment

Nice to Have

• Familiarity with Illinois CDB project requirements and the CDB prequalification process
• Prior experience with lien waiver management on public or commercial construction projects
• Experience with T&M billing, job costing, or Schedule of Values preparation

What We Offer

• Competitive salary: $62,000 – $68,000 depending on experience
• Health insurance contribution
• Paid time off and paid holidays
• Stable, full-time on-site position with a well-established contractor
• A team that values your expertise and trusts you to own your role

Pay: $62,000.00 - $68,000.00 per year

Benefits:

• Paid time off

Application Question(s):

• Have you processed union payroll before?
• Have you Netsuite, Sage, or Housecall pro before?
• Are you familiar with Illinois Certified Payroll requirements?

Education:

• Associate (Required)

Work Location: In person