Administrative Assistant Job at Aston Carter in Lebanon

Job Title

Administrative Assistant

Company

Aston Carter

Location

Lebanon, IN

Employment Type

Contract

Pay Range

$22.00 per hour (contract position)

Responsibilities

• Manage filing systems (both electronic and hard copy) for personnel, project, and compliance records.
• Track and maintain supply inventories for 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 such as 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 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 such as OSHA and 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 related field, but open to manufacturing work experience.
• Strong organizational skills with the ability to manage multiple priorities under deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), with the ability to perform 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 with construction document and construction administration processes.

Work Environment

This role requires working on-site in a construction trailer. The work environment is dynamic and involves managing tasks in a bustling construction site setting.

Benefits

• 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)

Application Deadline

Oct 17, 2025

Equal Opportunity Employer

Aston Carter 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 astoncarteraccommodation@astoncarter.com for other accommodation options.