Jobsite Administrative Assistant

About Us

We are a full-service electrical contractor providing comprehensive solutions, including design-build, design-assist, value engineering construction, project management, commissioning/startup, and more.

EMCOR Hyre Electric Co. of Indiana seeks a Jobsite Administrative Assistant to provide administrative and clerical support for daily construction site operations from the project field office/trailer. This position is responsible for coordinating employee timesheets, maintaining office supplies and inventory, supporting project documentation needs, and assisting the project team with a variety of administrative tasks to ensure efficient jobsite operations.

This position is located on site in Hobart, Indiana

Office Supply Management

• Purchase, receive, and maintain inventory of office supplies and consumables for the jobsite trailer.
• Monitor inventory levels and proactively reorder supplies as needed.
• Coordinate deliveries and maintain organized storage of office materials.
• Track office supply expenditures and assist with budget oversight.

Timekeeping & Payroll Support

• Manage attendance tracking and calendar for scheduled time off.
• Track terminations/quits and daily call offs.
• Collect timesheets for all jobsite employees.
• Ensure timesheets are completed accurately and submitted according to company deadlines.
• Coordinate with supervisors to resolve missing or inaccurate time entries.
• Submit approved timesheet information to payroll or designated corporate personnel.
• Submit confidential employee records and documentation for new hires.
• Provide support to employees in setting up online access to paystubs.

Administrative Support

• Create and print labels, signs, notices, and jobsite communications.
• Prepare, copy, scan, file, and distribute jobsite documents.
• Maintain organized filing systems for project records and correspondence.
• Assist with data entry and record maintenance.
• Manage incoming and outgoing mail, packages, and deliveries.
• Answer phone calls and direct inquiries to appropriate project personnel.
• Schedule meetings and coordinate conference room or trailer resources as needed.

Project Documentation Support

• Assist with maintaining current project documents, forms, logs, and reports.
• Distribute project-related documents to subcontractors and field personnel as directed.
• Help maintain bulletin boards, safety postings, and required jobsite notices.
• Support document control processes and filing requirements.
• Create and manage T&M tickets ensuring timely billing.
• Assist with tracking of tools and equipment as needed.

General Office Operations

• Maintain a professional, organized, and efficient jobsite office environment.
• Assist project management staff with administrative tasks and special projects.
• Coordinate office equipment maintenance and service requests.
• Support onboarding paperwork and administrative needs for new jobsite employees.
• Perform other duties as assigned to support project operations.

Required

• High school diploma or equivalent.
• 2+ years of administrative, office support, or clerical experience.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, and Teams).
• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Ability to handle confidential information professionally.
• Strong attention to detail and accuracy.

Preferred

• Previous experience in construction, contracting, or jobsite administration.
• Experience with payroll or timekeeping systems.
• Familiarity with document management and project filing procedures.
• Experience using construction management software is a plus.

Key Competencies

• Organizational Skills
• Attention to Detail
• Dependability
• Customer Service Orientation
• Multitasking Ability
• Problem Solving
• Teamwork and Collaboration
• Time Management

#hyre

• Ability to work primarily in a construction site office/trailer environment.
• Ability to occasionally lift and carry office supplies and packages up to 25 pounds.
• Ability to sit, stand, and move throughout the jobsite office as needed.

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

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