Office Coordinator

Office Coordinator

Company: Powers & Sons Construction
Location: Chicago North Office (8770 Bryn Mawr Ave. Chicago, IL 60631)
Department: Administrative/Operations

Position Summary

Powers & Sons Construction is seeking a versatile and detail-oriented Office Coordinator to support our Chicago North office operations. This multifaceted role will provide essential support to the estimating team, project management staff, and general office administration. The ideal candidate is a resourceful problem-solver who can seamlessly handle diverse responsibilities across estimating, administrative tasks, and various operational functions.

Key Responsibilities

Estimating Support

• Organize and maintain project plans, specifications, and bid documents
• Coordinate the distribution of bid packages to subcontractors and suppliers
• Track and manage bid calendars, deadlines, and submission requirements
• Ensure all bid documents are complete and accurate prior to submission

Subcontractor and Vendor Management

• Solicit and obtain quotes from subcontractors and material suppliers
• Maintain and update the subcontractor and vendor database
• Pre-qualify subcontractors and verify licensing, insurance, and bonding requirements
• Conduct bid leveling and scope comparison analysis
• Build and maintain positive relationships with trade partners

Documentation and Administration

• Create and maintain organized electronic and physical filing systems for estimates
• Prepare bid forms, proposals, and other estimate-related documents
• Input and update cost data in estimating software systems
• Generate bid reports and summaries for management review
• Maintain historical cost data and unit price libraries

Office Administration

• Coordinate office supplies, equipment maintenance, and vendor relationships
• Process invoices, expense reports, and purchase orders
• Maintain office filing systems and ensure proper document organization
• Schedule meetings, coordinate calendars, and arrange travel as needed

Communication and Collaboration

• Attend pre-bid meetings and site visits as needed
• Communicate with architects, engineers, and project stakeholders
• Coordinate between estimating team members to ensure timely bid completion
• Support the transition of awarded projects to the project management team

Qualifications

• Bachelor's degree or equivalent work experience
• 2+ years in construction office, administrative, or coordination role
• Proficiency in Microsoft Office Suite
• Strong organizational and communication skills
• Ability to manage multiple priorities and deadlines
• Understanding of construction terminology and documentation
• Experience with estimating or project management software preferred

Physical Requirements

• Ability to sit for extended periods while working at a computer
• Occasional travel to project sites and pre-bid meetings
• Ability to lift and carry plans and materials up to 25 pounds

Compensation and Benefits

Powers & Sons Construction offers a competitive salary commensurate with experience, along with a comprehensive benefits package including annual bonus & profit sharing, health insurance, retirement plans, paid time off, and professional development opportunities.

About Powers & Sons Construction

Powers & Sons Construction is a leading construction firm serving the Chicago area with a commitment to quality, safety, and client satisfaction. We pride ourselves on delivering exceptional projects while fostering a collaborative and supportive work environment for our team members.

Powers & Sons Construction is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.