Administrative Assistant Job at Creative Financial Staffing in Indianapolis

Overview

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Administrative Assistant

Position: Administrative Assistant
Location: Indianapolis, IN (Fully In-Office with Travel Throughout Indiana)
Compensation: $55,000 - $65,000

We are seeking a highly organized and detail-oriented Administrative Assistant to support division and project managers in a fast-paced civil construction environment. This role is critical in ensuring smooth project execution through bid processing, contract administration, accounting support, and coordination with both internal teams and external partners.

What You'll Do

• Support project managers with bid preparation, contract execution, and related documentation.
• Assign job numbers, track invoices, and manage monthly billings.
• Create, maintain, and archive project files in compliance with company standards.
• Prepare lien waivers, affidavits, and certified payroll documentation to ensure timely customer payments.
• Communicate with customers regarding outstanding accounts receivable and payment status.
• Review and submit timesheets to payroll.
• Draft and track subcontractor contracts, payments, and compliance items.
• Process weekly accounts payable, including invoice matching, coding, and approvals.
• Generate purchase orders and help expedite material orders.
• Support with permits, plan printing, mobile office needs, and other field-related tasks.
• Assist with insurance claims, locates, water meter readings, and inventory processing.
• Maintain expense spreadsheets and perform credit card reconciliations.

What We're Looking For

• 5-7 years of administrative support experience in construction (civil experience strongly preferred).
• Strong communication and organizational skills.
• Excellent attention to detail, with the ability to manage multiple priorities.
• Team player who thrives in a fast-paced environment.