Administrative Assistant

Aston Carter • Westfield, IN • 8h ago

Job Title: Administrative Assistant

Job Description

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.

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.

Essential Skills

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.

Additional Skills & Qualifications

Prior Construction office admin experience is preferred for one of the openings.

Experience with construction document and construction administration.

Work Environment

The position is based in a construction trailer at a work site. The work environment involves being comfortable with the dynamics of a construction field office.

Job Type & Location

This is a Contract position based out of Westfield, IN.

Pay and Benefits

The pay range for this position is $22.00 - $27.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Westfield,IN.

Application Deadline

This position is anticipated to close on Dec 29, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.

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