Administrative Assistant

Location: Sullivan, Indiana

We are seeking a highly organized and proactive Onsite Administrative Assistant to support our Project Management, Field, and Accounting teams. This role is responsible for providing administrative support at the job site, maintaining accurate documentation, assisting with payroll processing, and serving as the liaison between the project site and our corporate office. The ideal candidate is detail-oriented, thrives in a fast-paced construction environment, and enjoys working collaboratively with multiple teams.

We're looking for you to do the following:

• Provide day-to-day administrative support for the project management and field teams at the job site.
• Serve as the primary point of contact between the job site and the corporate office.
• Serve as the single point of contact for onboarding all new hires assigned to the project. Coordinate and process onboarding documentation, badging, orientation scheduling, and site-specific requirements to ensure employees are fully compliant before their first day on site.
• Process and maintain all required payroll documentation for field employees.
• Assist HR and Payroll with weekly payroll processing, including verifying timecards, employee classifications, wage rates, and resolving discrepancies as needed.
• Prepare, review, and submit certified payroll reports and Statements of Compliance while ensuring compliance with prevailing wage requirements.
• Assist with union compliance by verifying dispatch paperwork, classifications, fringe benefit reporting, and other documentation required under applicable labor agreements. Support responses to union or agency audits and inquiries.
• Maintain organized electronic and hard copy filing systems for project documentation.
• Prepare, collect, track, and file all required daily onsite documentation, including daily reports, sign-in sheets, timekeeping records, safety documentation, and other jobsite forms. Maintain organized, audit-ready records in accordance with company and project standards.
• Manage, organize, and distribute field paperwork and project records as needed.
• Prepare reports by gathering, organizing, and analyzing project information.
• Attend onsite project meetings, document meeting minutes, distribute action items, and communicate administrative requirements and deadlines to project teams and field personnel.
• Provide direct administrative support to the Onsite Superintendent and Senior Project Manager, including document filing, correspondence, log maintenance, and coordination between the jobsite and corporate office.
• Coordinate meetings, prepare meeting agendas, and record meeting minutes.
• Maintain confidentiality of company, employee, and project information.
• Maintain accurate onsite personnel files, training records, certifications, and compliance logs, ensuring documentation is consistently maintained within project management systems and company shared drives.
• Collaborate with other Administrative Assistants to provide coverage and support across projects when needed.
• Assist with additional administrative projects and duties as assigned.

You Have:

• High school diploma or equivalent required; Associate's degree in Business Administration or a related field preferred.
• Minimum of 4+ years of administrative experience, preferably within the construction industry, an active construction jobsite, or an HR or payroll environment.
• Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines.
• Experience processing payroll documentation or supporting payroll functions preferred.
• Working knowledge of certified payroll and prevailing wage requirements, or the ability to quickly learn applicable regulations. Experience with certified payroll reporting platforms is a plus.
• Familiarity with union labor requirements, dispatch procedures, and fringe benefit reporting is strongly preferred.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Experience with HRIS, payroll systems, or construction management software (such as Autodesk Construction Cloud) is a plus.
• Excellent written and verbal communication skills.
• Ability to work independently while contributing to a collaborative team environment.
• Strong attention to detail and commitment to accuracy.
• Exceptional organizational skills with the ability to manage high volumes of time-sensitive documentation while maintaining accuracy and compliance.
• Ability to handle confidential information with professionalism and discretion.

We Have:

• The opportunity to have influence in a team-based culture that rewards collaboration, problem solving, and process improvement.
• A commitment to your professional development.
• Varied career path opportunities across the different disciplines in the company.
• A new, robust enterprise resource planning software solution.
• Great benefits, including medical, dental, vision, 401(k) with company contribution, profit sharing plan, and long-term disability.
• Team outings and opportunities to get involved and make a difference with various charities in the community.