Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant Job Description

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.

• 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.

• 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.

• 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.

This role is fully on-site, Monday through Friday, from 7:00 a.m. to 5:00 p.m. in a construction field office located in a trailer at an active work site within a research park manufacturing project. The environment is closely connected to daily field operations, so you will regularly interact with construction personnel and safety staff. You will work with standard office technology and software, including Microsoft Office, while supporting a site that emphasizes safety documentation, compliance records, and construction administration. The setting may include exposure to typical construction-site conditions in the surrounding area, and attire should be appropriate for a professional role within a field office on a construction site.

This is a Contract position based out of West Lafayette, IN.

The pay range for this position is $22.00 - $22.00/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 West Lafayette,IN.

This position is anticipated to close on Aug 12, 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® Platinum Award 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 ziprecruiter.com 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.