Site Administrative Assistant

Title: Site Administrative Assistant

Position Type: Contract

Location: Indiana

Reports to: Project Manager

Status: Non-Exempt

Key Project Requirements:

• 5+ years of experience in an Administrative Assistant capacity, with a proven track record of providing high-level administrative support. Construction experience preferred.
• Strong organizational skills with the ability to manage multiple tasks and deadlines in a fast-paced environment.
• Excellent communication skills, with the ability to interact effectively with team members and stakeholders at all levels.

Job Summary:

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team at a construction site near South Bend, IN. This contract position offers a dynamic and fast-paced environment, where the Administrative Assistant will provide essential support to the Project Manager and the on-site team. The ideal candidate will demonstrate exceptional organizational and communication skills, the ability to manage multiple priorities simultaneously, and a strong commitment to maintaining accuracy and confidentiality. The role requires a proactive, problem-solving mindset and the ability to thrive under pressure while contributing to the overall success of the project.

Essential Duties and Responsibilities:

• Provide high level administrative support, such as preparing reports and memorandums, and answering phone calls.
• Manage and maintain schedules, appointments and travel arrangements, when needed.
• Prepare expense reports when requested.
• Handle confidential information, requiring extreme discretion at all times.
• File and retrieve documents and reference materials.
• Conduct research, assemble and analyze data to prepare reports and documents.
• Monitor, respond to and distribute incoming communications.
• Arrange and coordinate meetings and events.
• Occasional errands involving the use of a vehicle may be requested from time to time.
• Track IT assets.
• Maintain inventory of office supplies
• Process orders for onsite material and equipment needs.
• General shipping and receiving needs for project.

Job Requirements:

• Proficient computer skills and in-depth knowledge of relevant software such as MS Office and Outlook.
• Ability to type a minimum of 50 words per minute.
• Ability to learn and use new software programs as systems are upgraded.
• Exceptional communication skills required with all levels of personnel.
• Ability to prioritize multiple tasks, work effectively under stress, meet short deadlines, and take direction with minimum supervision.
• Ability to pivot, responding to quick changing situations.
• Occasional overtime may be necessary, often at short notice, when required.
• Excellent command of English language, to include grammar and correspondence composition.

Education / Experience:

• High School diploma required.
• Associate degree or equivalent from a two-year college or technical school, or 4+ years related experience and/or training, or a combination of experience and/or education.
• 5+ years experience in an Administrative Assistant capacity required.