Administrative Assistant

Job Description

Job Title: Administrative Assistant

Job Description

We are seeking an Administrative Assistant to join the construction department of a leading commercial real estate organization. This onsite, contract 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.

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.

Essential Skills

• 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.

Additional Skills & Qualifications

• Experience with expense reports is a plus.
• Experience with contracts or work orders.

Work Environment

This onsite, contract position requires onsite work from Monday to Friday, from 8am to 5pm.

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

The pay range for this position is $25.00 - $25.00/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)

This is a fully onsite position in Indianapolis,IN.

This position is anticipated to close on May 31, 2026.

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 View email address on click.appcast.io for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.