Administrative Assistant

Aston Carter•Indianapolis, IN

11d•Onsite

About The Position

We are seeking an Administrative Assistant to join the construction department of a leading commercial real estate organization. This role is vital in providing administrative, accounting, and vendor coordination support across multiple construction projects. The ideal candidate is detail‑oriented, organized, and thrives in a fast‑paced environment with shifting priorities.

Requirements

2 to 4 years of administrative experience in a recent role.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Strong attention to detail and accuracy, especially when reviewing financial or compliance documents.
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 with expense reports is a plus.
Experience with contracts or work orders.

Responsibilities

Assist with expense reports and purchase orders.
Support project managers and construction leadership with daily 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.
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.