Administrative Assistant

Aston Carter•West Lafayette, IN

4d•$22 - $22•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 a related field. Manufacturing work experience is also acceptable.
Strong organizational skills with the ability to manage multiple priorities under deadlines.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook), including the ability to perform basic formulas in Excel.
Ability to work on-site in a construction field office environment.

Nice To Haves

Knowledge of payroll processes and experience performing payroll tasks is a plus.

Responsibilities

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