Administrative Assistant

For over 50 years, The Matan Group has built its reputation as Chicagoland’s premier resource for high-quality commercial painting and finishing. We are seeking a detail-oriented and proactive Administrative Assistant to support our field operations and office staff. This role is essential in keeping communication clear, records accurate, and our teams organized — ensuring we continue to deliver exceptional service to our clients.

Position Summary

The Matan Group is seeking an Administrative Assistant to join our team. We are seeking a detail-oriented and proactive Administrative Assistant to support our field operations and office staff. This role is vital in ensuring smooth communication, accurate recordkeeping, and efficient administrative support for our Superintendents, Foremen, and Project Managers.

Our ideal candidate will have a minimum of two (2) years of experience with construction contract administration. This is a very critical role for our team to efficiently and effectively serve our clients.

Key Responsibilities:

• Liaison Support: Assist Superintendents, Foremen, and Project Managers by maintaining customer files, contracts, price sheets, and mailings, as well as conducting product research.
• Data Management: Accurately enter data into multiple software platforms used across field operations.
• Clerical Support: Scan, organize, and maintain customer files in both digital and hard copy formats.
• Communication: Professionally handle phone calls, emails, and mobile messages, providing courteous, timely, and service-oriented responses.
• Workplace Standards: Contribute to a safe, clean, and organized work environment through routine housekeeping and reporting of any unsafe conditions.
• Confidentiality: Handle sensitive company information with discretion, ensuring proper storage, retrieval, and sharing only with authorized personnel.

What We’re Looking For:

• Strong organizational skills with keen attention to detail.
• Excellent verbal and written communication abilities.
• Proficiency in Microsoft Office Suite and comfort with learning new software systems.
• Ability to multitask and prioritize in a fast-paced environment.
• A team-oriented mindset with a strong sense of professionalism.

Education Degree

High School Diploma or GED

Required Experience

• Minimum of two (2) years’ experience in clerical, construction, or similar positions. Six (6) months of experience in the use of spreadsheets and word-processing applications.
• Requires ability to effectively read, write and verbally communicate in English.
• Requires the ability to work independently under general guidelines and supervision.
• Requires computer literacy to include word processing, spreadsheet, and software capabilities, minimum of Level 2 math skills (four basic arithmetic functions in all units of measurement, decimals ratios, rates, percentages).
• Requires effective interpersonal skills as demonstrated through prior experience.
• Able to adapt to changing duties and responsibilities.

The Matan Group is an Equal Opportunity Employer. The Matan Group evaluates qualified applicants without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, protected veteran status, disability/handicap status or any other legally protected characteristic. This job opportunity is subject to at-will employment.

Job Type: Full-time

Pay: $19.00 - $21.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off

Application Question(s):

• Are you able to work 6 am to 3 pm Monday to Friday

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Buffalo Grove, IL 60089 (Required)

Work Location: In person