Administrative Assistant

Job Title:
Administrative Assistant

Job Description

The Administrative Assistant will support daily operations on a steel erection construction site by managing administrative tasks, ensuring compliance with company policies and safety regulations, and maintaining accurate records. This role is essential for facilitating smooth site operations and providing administrative support to project managers, field supervisors, and the safety department.

Responsibilities

• Manage filing systems (both electronic and hard copy) for personnel, project, and compliance records.
• Track and maintain supply inventories for the site office, including forms, safety binders, and PPE.
• Assist with scheduling meetings, coordinating jobsite visitors, and preparing daily/weekly reports.
• Support Project Managers and Field Superintendents with document preparation, including submittals, RFI logs, and meeting minutes.
• Serve as the point of contact for communication between field staff and office administration.
• Collect, review, and submit weekly timecards from field employees and supervisors, totaling 30-40 individuals.
• Verify the accuracy of reported hours, job codes, and project allocations.
• Communicate with the payroll department to resolve discrepancies in employee pay.
• Maintain attendance and leave records, ensuring compliance with company and union requirements, if applicable.
• Prepare and process new hire paperwork, including employment applications, I-9 forms, W-4s, direct deposit forms, and benefit enrollment documents.
• Coordinate orientation sessions for new employees, ensuring proper review of safety policies, jobsite rules, and company procedures.
• Maintain employee files with up-to-date certifications, licenses, and training records (e.g., OSHA, equipment operator cards).
• Issue and track employee s, PPE distribution, and other onboarding requirements.
• Maintain and update safety logs, incident reports, and inspection checklists.
• Distribute Job Hazard Analysis (JHA), Toolbox Talks, and other safety documentation to site crews.
• File and track OSHA-required documentation, including accident investigations and safety training attendance sheets.
• Assist the Safety Manager with documentation during audits or inspections.

Essential Skills

• Minimum 2 years of administrative experience, preferably in construction or a related field. Manufacturing work experience is also acceptable.
• Strong organizational skills with the ability to manage multiple priorities under deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), including the ability to perform basic formulas in Excel.
• Ability to work on-site in a construction field office environment.

Additional Skills & Qualifications

• Knowledge of payroll processes and experience performing payroll tasks is a plus.

Work Environment

This position requires working on-site from Monday to Friday, 7:00 am to 5:00 pm, in a construction field office located in a trailer at the work site. The construction site is extensive, with many contractors operating equipment and machinery, such as forklifts, cranes, boom lifts, and bulldozers.

Job Type & Location

This is a Contract position based out of West Lafayette, IN.

Pay and Benefits

The pay range for this position is $22.00 - $22.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in West Lafayette,IN.

Final date to receive applications

This position is anticipated to close on Sep 11, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement,…