Administrative Assistant

Aston Carter•Indianapolis, IN

3d•Onsite

About The Position

We are supporting a leading commercial real estate organization in the search for an Administrative Assistant to join their construction department. This role provides critical administrative, accounting, and vendor coordination support across multiple construction projects. The ideal candidate is detail‑oriented, organized, and comfortable working onsite 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, especially when reviewing financial or compliance documents
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Strong communication and organizational skills
Ability to manage multiple priorities and meet deadlines
Comfortable working in a team environment with cross‑functional partners

Nice To Haves

Experience working with vendors or contractors is a plus

Responsibilities

Support project managers and construction leadership with day‑to‑day administrative tasks
Review project accounting documents, including invoices, purchase orders, and budget updates
Assist with tracking project costs, commitments, and financial documentation
Coordinate with vendors, contractors, and service providers to ensure timely submission of required paperwork
Maintain compliance documentation, including insurance certificates, contracts, and safety records
Prepare and update project files, logs, and reports
Assist with scheduling meetings, preparing agendas, and distributing project communications
Help monitor project timelines and follow up on outstanding items
Maintain organized digital and physical records for multiple active projects
Provide general administrative support to the construction team as needed