Administrative Assistant

Aston Carter•Lebanon, IN

7d•$22 - $27•Onsite

About The Position

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.

Requirements

Minimum 2 years of administrative experience, preferably in construction or related field, but open to manufacturing work experience as well.
Strong organizational skills with ability to manage multiple priorities under deadlines.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook), with the ability to perform basic formulas in Excel.
Knowledge of payroll processes and have performed payroll in some capacity.
Ability to work on-site in a construction field office environment.

Nice To Haves

Prior Construction office admin experience is preferred for one of the openings.
Experience with construction document and construction administration.

Responsibilities

Manage filing systems (both electronic and hard copy) for personnel, project, and compliance records.
Track and maintain supply inventories for site office (forms, safety binders, PPE).
Assist with scheduling meetings, coordinating jobsite visitors, and preparing daily/weekly reports.
Support Project Managers and Field Superintendents with document preparation (submittals, RFI logs, meeting minutes).
Serve as point of contact for communication between field staff and office administration.
Collect, review, and submit weekly timecards from field employees and supervisors (30-40 total).
Verify accuracy of reported hours, job codes, and project allocations.
Communicate with 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 ID badges, 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 Safety Manager with documentation during audits or inspections.