Executive Assistant Project Manager Jobs in Carol Stream, IL

CoreBuilt Contracting is a growing commercial general contractor based in Chicago, IL. We specialize in delivering fast-paced, high-quality commercial construction projects with a focus on field execution, coordination, and accountability.

Position Overview

The Construction Project Manager leads the day-to-day execution of commercial construction projects, working closely with Superintendents, subcontractors, vendors, clients, and internal teams to keep work progressing safely, on schedule, and within budget.

This mid-level role is responsible for coordinating project activities from preconstruction through closeout, including managing project documentation, tracking schedules and procurement, monitoring costs, resolving issues, and maintaining clear communication between the office and field. The Assistant Project Manager serves as a key point of contact for project stakeholders and helps ensure that subcontractors and vendors meet contractual, quality, and timeline expectations.

The ideal candidate has a strong understanding of commercial construction workflows, excellent organizational and communication skills, and the ability to manage multiple priorities in a fast-paced environment. They take ownership of project details, anticipate potential challenges, and work proactively to keep all aspects of the project aligned.

What You'll Be Doing

Project Management & Coordination

• Lead day-to-day coordination of commercial construction projects in partnership with Project Managers, Superintendents, subcontractors, vendors, and clients.
• Monitor project milestones, deliverables, field progress, and critical-path activities to help keep work on schedule and aligned with project objectives.
• Coordinate subcontractor activities, vendor communication, material deliveries, site access, and logistics requirements.
• Identify and help resolve scheduling conflicts, scope gaps, site constraints, and other issues that could affect project performance.
• Serve as a central communication link between office and field teams, ensuring timely distribution of project updates, decisions, and action items.

Documentation & Project Controls

• Maintain complete, accurate project records, including contracts, drawings, specifications, submittals, RFIs, change orders, meeting minutes, correspondence, and closeout documents.
• Manage the RFI and submittal process by tracking due dates, coordinating reviews, documenting responses, and following up with responsible parties.
• Prepare, review, and distribute change order documentation, project correspondence, and status reports.
• Track project budgets, subcontractor commitments, change exposure, job-cost updates, and projected costs in coordination with the Project Manager.
• Review subcontractor pay applications, vendor invoices, and supporting documentation for accuracy, contract compliance, and appropriate approvals.
• Support project closeout by coordinating punch-list tracking, warranties, as-built documentation, final inspections, and turnover requirements.

Scheduling, Procurement & Field Support

• Maintain project schedules and short-term look-ahead plans with input from field leadership and trade partners.
• Lead or coordinate project meetings, site walks, progress meetings, inspections, and pre-installation discussions; issue agendas, meeting minutes, and follow-up items.
• Monitor procurement status, long-lead materials, purchase orders, equipment needs, and delivery schedules to prevent disruptions to field operations.
• Confirm site readiness, storage requirements, access, and installation sequencing before scheduled material or equipment deliveries.
• Follow up with subcontractors and vendors to ensure timely responses, compliance with project requirements, and adherence to schedule commitments.

Preconstruction & Startup

• Support preconstruction planning through bid solicitation, subcontractor outreach, bid leveling, scope review, proposal tracking, and trade partner selection.
• Organize and review bid documents, drawings, specifications, addenda, subcontractor pricing, and scope comparisons in support of estimating efforts.
• Coordinate permitting applications, project startup documentation, insurance and compliance requirements, and preconstruction meeting logistics.
• Assist with development of project execution plans, procurement schedules, preliminary logistics plans, and subcontractor onboarding materials.

Operational & Executive Support

• Maintain organized project and company records while supporting standardized processes across active jobs.
• Coordinate invoice processing, vendor documentation, compliance records, and general administrative requirements related to project operations.
• Manage calendars, meetings, travel arrangements, reports, agendas, and action-item tracking for project and executive leadership as needed.
• Support special projects, internal research, process improvements, and company initiatives that strengthen project delivery and operational efficiency.

Qualifications

• 3-5+ years of experience in commercial construction, project management, project engineering, estimating, or a related field.
• Working knowledge of commercial construction processes, including preconstruction, procurement, scheduling, subcontractor coordination, project controls, and closeout.
• Demonstrated ability to manage multiple active projects, competing deadlines, and detailed deliverables in a fast-paced environment.
• Strong written and verbal communication skills, with the ability to coordinate effectively with clients, design teams, subcontractors, vendors, field personnel, and internal leadership.
• Proficiency in Microsoft Office, particularly Excel, Word, Outlook, and project reporting tools.
• Experience using construction management software such as Procore, Bluebeam, Autodesk Build, Primavera P6, Microsoft Project, or comparable platforms.
• Ability to review construction drawings, specifications, scopes of work, submittals, RFIs, change orders, and other project documentation.
• Strong organizational skills, attention to detail, accountability, and consistent follow-through.
• Ability to work independently, prioritize effectively, and proactively identify and address potential project issues.

Preferred Qualifications & Traits

• Experience supporting or managing projects through the full commercial construction lifecycle, from preconstruction and bidding through closeout and turnover.
• Prior experience in a general contractor, construction management, or specialty subcontractor environment.
• Comfortable working across both office and field operations, with the professionalism and practical communication style needed to build trust with field crews and trade partners.
• Strong problem-solving skills and sound judgment when addressing schedule conflicts, procurement concerns, documentation gaps, and site logistics challenges.
• A proactive, ownership-oriented mindset; follows through on commitments and ensures critical details, decisions, and action items do not get overlooked.
• Interest in continued professional development, with opportunities for direct mentorship from senior project leadership and advancement into a Project Manager role.