Administrative Assistant

Aston Carter•West Lafayette, IN

15d•$22 - $22•Onsite

About The Position

The Administrative Assistant supports daily operations on a steel erection construction site by managing a wide range of administrative tasks, ensuring adherence to company policies and safety regulations, and maintaining accurate records. This role is critical to keeping the jobsite running smoothly and provides dedicated administrative support to project managers, field supervisors, and the safety department.

Requirements

Minimum 2 years of administrative experience, preferably in construction or a related field; manufacturing experience is also considered.
Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
Ability to perform basic formulas in Microsoft Excel for tracking and reporting purposes.
Experience working with construction documents and supporting construction administration activities.
Ability to work on-site in a construction field office environment.
Strong attention to detail when handling timecards, records, and compliance documentation.
Effective written and verbal communication skills to coordinate with field staff, office administration, and payroll.

Nice To Haves

Knowledge of payroll processes and experience performing payroll-related tasks in some capacity.
Familiarity with safety documentation such as Job Hazard Analysis (JHA), Toolbox Talks, and OSHA-required records.
Experience maintaining employee certifications, licenses, and training documentation.
Comfort working in a fast-paced construction or industrial environment where priorities may shift quickly.

Responsibilities

Manage organized filing systems for personnel, project, and compliance records in both electronic and hard copy formats.
Track and maintain supply inventories for the site office, including forms, safety binders, and personal protective equipment (PPE).
Assist with scheduling meetings, coordinating jobsite visitors, and preparing daily and weekly reports.
Support project managers and field superintendents by preparing and maintaining project documents such as submittals, RFI logs, and meeting minutes.
Serve as a primary point of contact for communication between field staff and office administration.
Collect, review, and submit weekly timecards from approximately 30–40 field employees and supervisors.
Verify the accuracy of reported hours, job codes, and project allocations on timecards.
Communicate with the payroll department to resolve discrepancies in employee pay.
Maintain attendance and leave records while ensuring compliance with company and union requirements, where 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 they receive and review safety policies, jobsite rules, and company procedures.
Maintain employee files with current certifications, licenses, and training records, such as OSHA credentials and 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 for the jobsite.
Distribute Job Hazard Analysis (JHA), Toolbox Talks, and other safety documentation to site crews in a timely manner.
File and track OSHA-required documentation, including accident investigations and safety training attendance sheets.
Assist the safety manager with documentation and record preparation during audits or inspections.
Support general construction administration activities and ensure construction documents are properly maintained and accessible.