Description:
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 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