Field Administrative Assistant

Clayco; Indianapolis (IN); On-site; USD 25,000 - 33,000; Part time

Benefits offered by this job

Comprehensive Benefits Package

401k

Generous PTO

Paid company holidays

Learning & development programs

Job summary

A leading construction firm in Indianapolis is seeking a Field Administrative Assistant to support project teams. The role involves preparing reports, managing documents, and assisting subcontractors. A focus on detail, strong communication skills, and a positive team player attitude are essential. The position offers a comprehensive benefits package and opportunities for growth.

Qualifications

• Interested in learning the business and finding solutions.
• Self-starter, detail-oriented, and attentive to others' needs.
• Able to handle deadlines in pressure situations.
• Organized with priority-setting capabilities.
• Positive attitude and enjoyment of challenges.
• Attentive to detail, committed to excellence and quality.
• Effective verbal and written communicator.

Responsibilities

• Provide support to project teams and management.
• Prepare daily and monthly reports.
• Assist in document management and processing.
• Follow up with subcontractors for missing documents.
• Arrange meetings and greet visitors on-site.

Skills

Detail-oriented

Team Player

Strong Communication Skills

Organizational Skills

Communicates well

Deadline-driven

Adaptable

Job description

Clayco is a full-service, turnkey real estate development, master planning, architecture, engineering, and construction firm that safely delivers clients across North America the highest quality solutions on time, on budget, and above and beyond expectations. With $7.6 billion in revenue for 2024, Clayco specializes in the “art and science of building,” providing fast track, efficient solutions for industrial, commercial, institutional, and residential related building projects.

The Role We Want You For

The Field Administrative Assistant takes the lead in providing comprehensive support to Clayco Project Managers, Project Engineers, Superintendents, Mission Control and Technical Services, as assigned. Prepare daily and monthly reports, check outboxes and distribute mail. Assist Clayco in document management by entering and processing subcontracts, purchase orders, letters of intent, change orders, safety audits, submittals, bid packages, entering punch-list items and updating the information through the completion of the job and other paperwork processing. Follow up with subcontractors and suppliers if executed documents are missing. Arrange meetings, travel, and order food if required. In addition, greet and direct visitors, workers, deliveries, and provide overall assistance to the entire project team and activities taking place on the job site with whatever is needed to accomplish the company’s objectives. Acts on own initiative, with a minimal amount of supervision, and yet is a team player. This person is assigned to project teams and will need to be organized, focused and a quick learner.

The Specifics of the Role

• Prepares correspondence (typing).
• Readily assists with whatever is needed to accomplish the company’s objectives. This includes typing, filing, copying, binding, scanning, and whatever else is necessary. This will also include document retrieval for auditing and litigation as needed.
• Retrieves, scans, transmits and electronically (or physically) distributes executed subcontracts, change orders and other documents associated with projects. This is an extremely important responsibility.
• May type contracts, change orders, letters of intent, meeting minutes, etc., and distribute as required. May also help obtain, assemble and assist with project closeout.
• May assist in entering punch list items and updating the information through the completion of the job.
• Routinely will run reports and dunning letters on projects as required.
• Enter Daily Reports for Clayco and Subcontractors each day and follow up with Subcontractors on missing paperwork.
• Update rack drawing with the most current issues on a timely basis. This may be daily.

Requirements

• Interested in learning the business – evolving into someone who will look for solutions to issues and not just pass along messages.
• A diligent, mature, responsible individual – who is a self-starter, is detail-oriented and attentive to the needs of others.
• Able to handle deadlines in pressure situations, with a sense of urgency about the work being performed.
• Organized with the ability to set priorities and take direction.
• A Team Player, ready to assist in any role, who is positive, with a winning attitude, and one who enjoys a challenge.
• Embraces change and recognizes the benefits with a positive outlook.
• Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns/acts on quality problems.
• Communicates well both verbally and in writing, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills.

Why Clayco?

• 2025 Best Places to Work – St. Louis Business Journal, Los Angeles Business Journal, and Phoenix Business Journal.
• 2025 ENR Midwest – Midwest Contractor (#1).
• 2025 ENR Top 100 Design-Build Firms – Design-Build Contractor (Top 5).
• 2025 ENR Top 25 Data Center Builders – Data Center Contractor (Top 3).
• Comprehensive Benefits Package Including: Medical, dental and vision plans, 401k, generous PTO and paid company holidays, employee assistance program, flexible spending accounts, life insurance, disability coverage, learning & development programs and more!

Compensation

• The hourly pay for this position considers a wide range of factors in making compensation decisions including but not limited to: Education, qualifications, skills, training, experience, certifications, internal equity, and location. Compensation decisions are dependent on the facts and circumstances of each case.

Seniority level

Not Applicable

Employment type

Contract

Job function

Administrative

Industries

Construction