Assistant Hartmann Jobs in Illinois (NOW HIRING)

Job Posting: Administrative Support Specialist – Construction Projects

Location: Chicago O’Hare International Airport – Must be local to Chicago with need to be onsite 40 hrs a week.

Reports To: Siemens Sr Project Manager(s

)
Position Summa

ryThe Administrative Support Specialist will provide essential administrative and compliance support for construction project execution. This role ensures accurate documentation, timely system updates, and coordination of project activities in alignment with regulatory requirements and company standards. In addition, this role will be the primary point of contact for the Siemens-Logistics team outside of the project structur

e.
Key Responsibilit

ies· General Contractor Submittals & RFI Managem

ento Receive, organize, and track all submittals and RFIs from all subcontracto

rs.§ General Contractor, (

GC)§ Electrical Contrac

tor§ Controls Contract

orso Prepare documentation for review and submission to designated stakeholders in compliance with project protoco

ls.o Coordinate with Siemens Configuration Management te

am.
· Permitting & Regulatory Follow

-Upso Monitor permitting processes and ensure timely follow-up to allow for the most expedited proc

ess.· Escort Coordina

tiono Schedule and manage escorting requirements for vendors and contractors, ensuring adherence to site security protoc

ols.· ACC Maintenance Sup

porto Assist with day-to-day coordination and documentation for ACC (AutoDesk) activities, ensuring compliance with operational standa

rds.· Internal Document Coordina

tiono Manage Siemens-related internal documentation, ensuring accuracy, version control, and compliance with company polic

ies.· System Upd

ateso Maintain and update project information to and from E-Builder and Procore and AutoDesk platforms to ensure accurate reporting and audit readin

ess.· Bag Testing Coordina

tiono Coordinate scheduling and documentation for bag testing activities in compliance with project specificati

ons.· Office Space Administra

tiono Support office space planning and budget tracking, ensuring alignment with project financial guideli

nes.· Primary point of contact for Siemens

teamo Via Phone and e

mail· Receiving of small package delive

ries· Manage Siemens/Direct Subcontractors airport badge issu

• anceSpecific TasksGC Submit
• talsReceive all submittals and RFI's from Gilbane and Hartmann, keep organized and prepare to submit to J
• enniPermitting and Misc Follow
• upsEscorting Coordina
• tionACC Maintenance Day to
• DayInternal Document coordination - Sie
• mensE-Builder Upd
• atesProcore upd
• atesBag Testing Coordina
• tionManage Siemens/Direct Subcontractors' airport badge issu

a

nce Required Experience & Qualificat

ionsEducat

ion:Associate degree in Business Administration, Construction Management, or related field (bachelor’s preferred). – Preferred Not requ

iredExperie

nce:• Minimum 3+ years of administrative support experience in a construction or project management environment - Prefe

rred• Familiarity with permitting processes and compliance requirements in construction proje

cts.• Proficiency in project management platforms such as E-Builder and Procore and AutoD

esk.
S

kills:Strong organizational and multitasking abil

ities.Excellent communication and coordination s

kills.Detail-oriented with a proactive approach to problem-so

lving.Ability to maintain confidentiality and ensure compliance with company and regulatory stan

dards.Additional Requi

rementMust be able to obtain and maintain an airport security badge in compliance with TSA and airport authority regula

tions.Additional Infor

mationThis position requires flexibility to manage multiple priorities and collaborate with internal teams, contractors, and regulatory age

ncies.