Construction Administrative Assistant

Administrative Assistant Opportunity

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 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.
• 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 Safety Manager with documentation during audits or inspections.

Essential Skills :

Additional Skills & Qualifications :

Work Environment :

This position is located in a construction trailer at the work site on the new Community health campus at US 31 and 196th. The work environment requires comfort with the dynamic atmosphere of a construction site.

Job Type & Location :

This is a Contract position based out of Westfield, Indiana.

Pay and Benefits :

The pay range for this position is $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 8, 2025.