Jobsite Administrative Assistant

Saved job description

About Us

We are a full-service electrical contractor providing comprehensive solutions, including design-build, design-assist, value engineering construction, project management, commissioning/startup, and more.

Job Summary

EMCOR Hyre Electric Co. of Indiana seeks a Jobsite Administrative Assistant to provide administrative and clerical support for daily construction site operations from the project field office/trailer. This position is responsible for coordinating employee timesheets, maintaining office supplies and inventory, supporting project documentation needs, and assisting the project team with a variety of administrative tasks to ensure efficient jobsite operations.

This position is located on site in Hobart, Indiana

Essential Duties & Responsibilities

Office Supply Management

Purchase, receive, and maintain inventory of office supplies and consumables for the jobsite trailer.

Monitor inventory levels and proactively reorder supplies as needed.

Coordinate deliveries and maintain organized storage of office materials.

Track office supply expenditures and assist with budget oversight.

Timekeeping & Payroll Support

Manage attendance tracking and calendar for scheduled time off.

Track terminations/quits and daily call offs.

Collect timesheets for all jobsite employees.

Ensure timesheets are completed accurately and submitted according to company deadlines.

Coordinate with supervisors to resolve missing or inaccurate time entries.

Submit approved timesheet information to payroll or designated corporate personnel.

Submit confidential employee records and documentation for new hires.

Provide support to employees in setting up online access to paystubs.

Administrative Support

Create and print labels, signs, notices, and jobsite communications.

Prepare, copy, scan, file, and distribute jobsite documents.

Maintain organized filing systems for project records and correspondence.

Assist with data entry and record maintenance.

Manage incoming and outgoing mail, packages, and deliveries.

Answer phone calls and direct inquiries to appropriate project personnel.

Schedule meetings and coordinate conference room or trailer resources as needed.

Project Documentation Support

Assist with maintaining current project documents, forms, logs, and reports.

Distribute project-related documents to subcontractors and field personnel as directed.

Help maintain bulletin boards, safety postings, and required jobsite notices.

Support document control processes and filing requirements.

Create and manage T&M tickets ensuring timely billing.

Assist with tracking of tools and equipment as needed.

General Office Operations

Maintain a professional, organized, and efficient jobsite office environment.

Assist project management staff with administrative tasks and special projects.

Coordinate office equipment maintenance and service requests.

Support onboarding paperwork and administrative needs for new jobsite employees.

Perform other duties as assigned to support project operations.

Qualifications

Required

High school diploma or equivalent.

2+ years of administrative, office support, or clerical experience.

Proficiency in Microsoft Office Suite (Outlook, Excel, Word, and Teams).

Strong organizational and time-management skills.

Excellent verbal and written communication abilities.

Ability to handle confidential information professionally.

Strong attention to detail and accuracy.

Preferred

Previous experience in construction, contracting, or jobsite administration.

Experience with payroll or timekeeping systems.

Familiarity with document management and project filing procedures.

Experience using construction management software is a plus.

Key Competencies

Organizational Skills

Attention to Detail

Dependability

Customer Service Orientation

Multitasking Ability

Problem Solving

Teamwork and Collaboration

Time Management

#hyre

Physical Demands

Ability to work primarily in a construction site office/trailer environment.

Ability to occasionally lift and carry office supplies and packages up to 25 pounds.

Ability to sit, stand, and move throughout the jobsite office as needed.

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.

Affirmative Action Policy

Please review our Affirmative Action Policy.

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.