Administrative Assistant

Aston Carter•Indianapolis, IN

3d•Onsite

About The Position

The Administrative Assistant will support a busy construction department within a commercial real estate organization by providing essential administrative, accounting, and vendor coordination support across multiple construction projects. This role suits a detail‑oriented professional who enjoys organizing information, managing documentation, and collaborating with project teams in a fast‑paced environment with shifting priorities.

Requirements

2 to 4 years of administrative experience, preferably in construction, real estate, property management, or a related field.
Strong attention to detail and accuracy, particularly when reviewing financial or compliance documents.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Strong written and verbal communication skills.
Excellent organizational skills with the ability to maintain orderly records and documentation.
Ability to manage multiple priorities, handle shifting deadlines, and follow through on tasks.
Comfort working in a collaborative team environment with cross‑functional partners.

Nice To Haves

Experience working with vendors or contractors is a plus.
Experience supporting construction, real estate, or property management teams is beneficial.
Familiarity with project accounting documents such as invoices, purchase orders, and budgets is an advantage.
Ability to build positive working relationships with internal stakeholders and external partners.
Proactive, resourceful approach to problem solving and task management.

Responsibilities

Support project managers and construction leadership with day‑to‑day administrative tasks.
Review project accounting documents, including invoices, purchase orders, and budget updates, to ensure accuracy and completeness.
Assist with tracking project costs, commitments, and financial documentation across multiple projects.
Coordinate with vendors, contractors, and service providers to ensure timely submission of required paperwork and documentation.
Maintain compliance documentation, including insurance certificates, contracts, and safety records, in an organized and up‑to‑date manner.
Prepare, organize, and update project files, logs, and reports for active construction projects.
Assist with scheduling meetings, preparing agendas, and distributing project communications to internal and external stakeholders.
Help monitor project timelines, track outstanding items, and follow up to ensure tasks are completed on time.
Maintain organized digital and physical records for multiple active projects, ensuring easy retrieval of information.
Provide general administrative support to the construction team as needed, including correspondence, data entry, and document preparation.