Administrative Assistant

Administrative Assistant Opportunity

Job Title: Administrative Assistant

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

Essential Skills

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

Additional Skills & Qualifications

• Experience in construction document management and construction administration.
• Open to candidates with manufacturing work experience.

Job Type & Location

This onsite, contract position is located in Westfield, IN.

Pay and Benefits

• 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)

Workplace Type

This is a fully onsite position in Westfield, IN.

Application Deadline

This position is anticipated to close on Oct 20, 2025.