Administrative Assistant

The State Group; Evansville (IN); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

100% PAID medical, dental, and vision

Paid time off including vacation, sick

401(k) Retirement Plan with company 매t

Competitive compensation and bonuses

Diversity and teamwork culture

Strong partnerships and respect

Job summary

The State Group is seeking an Administrative Assistant based in Evansville, Indiana, to support project managers and estimators throughout the project lifecycle. The role involves organizing project files, processing vouchers, and coordinating COIs and subcontractor documentation.

Responsibilities include scheduling, printing drawings, assisting with billing, and contributing to MSR and EVM reporting. Strong Excel skills and attention to detail are essential for success.

Qualifications

• Strong attention to detail with the ability to accurately process transactions, reconcile accounts, audit work, and identify discrepancies.
• Excellent communication, organizational, and time management skills, with the ability to manage multiple priorities and meet deadlines.
• Proficiency with Microsoft Excel, including spreadsheets, formulas, data analysis, and financial reporting tools.

Responsibilities

• Provide administrative support to Project Managers and Estimators throughout the project lifecycle.
• Set up and maintain project files, documentation, and job records from project award through closeout.
• Process, review, and price field vouchers and supporting project documentation.
• Coordinate the collection and maintenance of Certificates of Insurance (COIs), subcontractor compliance documents, and project records.
• Print and distribute construction drawings.
• Assist with subcontractor and vendor prequalification packages and compliance tracking.
• Prepare and support Time & Material (T&M) and Lump Sum billings.
• Assist with Monthly Status Report (MSR) preparation and completion.
• Maintain and update project schedules, ensuring timely communication of changes and deadlines.
• Support Earned Value Management (EVM) reporting by tracking project progress, labor hours, and cost performance metrics.
• Additional duties as assigned.

Skills

Attention to detail

Organizational skills

Time management

Communication

Teamwork

Multitasking

Education

High school diploma

Post-secondary education in business or accounting

Tools

Microsoft Excel

Job description

For more than 65 years, The State Group's 3,500+ professionals have built and maintained the infrastructure that keeps businesses and industries moving across North America. Today, the company is a multi-trade industrial contractor powering industry solutions and sustaining critical operations across electrical, mechanical, civil, communications, maintenance, and emerging technology—from major construction projects to the ongoing work that keeps critical operations running as a trusted service partner of choice.

We invest in our people, technology, and innovation to strengthen how we work today and prepare for what's ahead. At The State Group, there are tremendous opportunities to build your skills, grow your career, and be part of something bigger.

The State Group is seeking an Administrative Assistant based in Evansville, Indiana.

BENEFITS OF WORKING WITH US

This position is integral to our success and offers opportunities for career advancement.

• 100% PAID medical, dental, and vision insurance.
• Paid time off, including vacation, sick days, and holidays.
• 401(k) Retirement Plan with company match and immediate vesting.
• Competitive compensation, annual pay increases, and bonuses.
• State embraces and encourages workplace diversity.
• Lasting professional partnerships built on teamwork, integrity, and respect.

WHAT YOU WILL DO

• Provide administrative support to Project Managers and Estimators throughout the project lifecycle.
• Set up and maintain project files, documentation, and job records from project award through closeout.
• Process, review, and price field vouchers and supporting project documentation.
• Coordinate the collection and maintenance of Certificates of Insurance (COIs), subcontractor compliance documents, and project records.
• Print and distribute construction drawings.
• Assist with subcontractor and vendor prequalification packages and compliance tracking.
• Prepare and support Time & Material (T&M) and Lump Sum billings.
• Assist with Monthly Status Report (MSR) preparation and completion.
• Maintain and update project schedules, ensuring timely communication of changes and deadlines.
• Support Earned Value Management (EVM) reporting by tracking project progress, labor hours, and cost performance metrics.
• Additional duties as assigned.

WHAT YOU NEED TO JOIN OUR TEAM

• High school diploma required; relevant post-secondary education in business, accounting, or a related field will also be considered..
• Proficiency with Microsoft Excel, including the ability to work with spreadsheets, formulas, data analysis, and financial reporting tools.
• Strong attention to detail with the ability to accurately process transactions, reconcile accounts, audit work, and identify discrepancies.
• Excellent communication, organizational, and time management skills, with the ability to manage multiple priorities and meet deadlines.
• A strong commitment to our team, our customers, and the environments we serve.
• Embrace challenges, commit to continuous improvement, and deliver exceptional work.

The State Group is an Equal Opportunity Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability, or protected veteran status.

Reasonable accommodations are available upon request for applicants with disabilities. If you require a reasonable accommodation during the application process, please email [e-mail].