Administrative Assistant

Aston Carter; West Lafayette (IN); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance

Short & long-term disability

Job summary

Aston Carter is seeking an Administrative Assistant to support daily operations at a construction site in West Lafayette, IN. The role involves managing administrative tasks, maintaining records, and assisting project managers and field supervisors to ensure smooth site operations.

The position is fully on-site, Monday through Friday, 7:00 am to 5:00 pm, with pay ranging from $22.00 per hour. Benefits and potential for additional trainings are described in the posted notice.

Qualifications

• Minimum 2 years of administrative experience, preferably in construction or a related field.
• Strong organizational skills with the ability to manage multiple priorities under deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), including basic formulas in Excel.
• Ability to work on-site in a construction field office environment.

Responsibilities

• Manage filing systems (electronic and hard copy) for personnel, project, and compliance records.
• Track and maintain site office supply inventories (forms, safety binders, PPE).
• Assist with scheduling meetings, coordinating jobsite visitors, and preparing daily/weekly reports.
• Prepare submittals, RFI logs, and meeting minutes for PMs and field supervisors.
• Serve as liaison between field staff and office administration.
• Collect and review weekly timecards for 30–40 staff, verify hours and project allocations.
• Coordinate payroll discrepancy resolutions with payroll department.
• Maintain attendance and leave records, ensuring compliance with company and union requirements.
• Process new hire paperwork and benefit enrollment documents.
• Coordinate onboarding safety orientations and maintain certifications/training records.
• Issue and track employee ID badges and PPE distribution.
• Maintain safety logs, incident reports, and inspections; distribute Job Hazard Analyses and toolbox talks.
• Assist Safety Manager during audits or inspections.

Skills

Administrative experience

On-site work

Microsoft Office

Organizational skills

Communication

Tools

Microsoft Excel

Job description

Job Title: Administrative Assistant

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.

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 the site office, including forms, safety binders, and PPE.
• Assist with scheduling meetings, coordinating jobsite visitors, and preparing daily/weekly reports.
• Support Project Managers and Field Superintendents with document preparation, including submittals, RFI logs, and meeting minutes.
• Serve as the point of contact for communication between field staff and office administration.
• Collect, review, and submit weekly timecards from field employees and supervisors, totaling 30-40 individuals.
• Verify the accuracy of reported hours, job codes, and project allocations.
• Communicate with the 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 the Safety Manager with documentation during audits or inspections.

Essential Skills

• Minimum 2 years of administrative experience, preferably in construction or a related field. Manufacturing work experience is also acceptable.
• Strong organizational skills with the ability to manage multiple priorities under deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), including the ability to perform basic formulas in Excel.
• Ability to work on-site in a construction field office environment.

Additional Skills & Qualifications

• Knowledge of payroll processes and experience performing payroll tasks is a plus.

Work Environment

This position requires working on-site from Monday to Friday, 7:00 am to 5:00 pm, in a construction field office located in a trailer at the work site. The construction site is extensive, with many contractors operating equipment and machinery, such as forklifts, cranes, boom lifts, and bulldozers.

Job Type & Location

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

Pay And Benefits

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

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

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 West Lafayette,IN.

Application Deadline

This position is anticipated to close on Oct 20, 2026.

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® 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 [e-mail] 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.