Administrative Assistant

Administrative Assistant

Job Description

The Administrative Assistant supports the estimating and project management teams by managing project setup, maintaining accurate documentation, and ensuring project information is organized and up to date. This role focuses on data entry, tracking project timelines, and coordinating project details using tools such as Google Sheets, Excel, PDF software, and project management systems. The position requires strong organizational skills, attention to detail, and the ability to work proactively in a fast-paced, construction-related environment.

Responsibilities

• Provide estimators with an approximate date for when each sold project will be detailed and handed over to the project management team.
• Track sold projects and enter them into the Detailing Timeline using Google Sheets.
• Continuously monitor projects on the Detailing Timeline from initiation through completion and update statuses as needed.
• Set up new projects in the appropriate systems and perform accurate and timely data entry tasks.
• Review project information and BI Bid details to confirm accuracy and completeness before project setup.
• Transfer relevant documents from the estimating side to the project side, organizing files into appropriate folders for easy access.
• Add bookmarks to plans and specifications using PDF-XChange (or similar PDF tools) to improve document navigation and manageability.
• Update Comsense with all pertinent job and shipping information to ensure project data remains current.
• Review project plans and enter all TO/FROM locations into Comsense accurately.
• Learn and execute bulk and unbulk processes for projects as required by the detailing workflow.
• Record clear and concise meeting minutes when applicable and distribute or file them according to department standards.
• Update detailing department spreadsheets and tracking tools as directed by the department manager.
• Support general administrative tasks related to project administration, construction administration, and project coordination.
• Maintain organized project documentation and assist with project setup and documentation processing.
• Collaborate with estimators, project managers, and detailing staff to ensure smooth project handoffs and consistent communication.

Essential Skills

• Proficiency with Google Suite (Docs, Sheets, and related applications) or strong ability to quickly learn these tools.
• Excel experience, including sorting data, using equations, and working with formulas.
• Functional and working knowledge of computers and common office software.
• Strong administrative support and data entry skills with a high level of accuracy.
• Excellent oral communication skills and positive interpersonal skills to work effectively with internal teams.
• Strong organizational and planning skills, with the ability to manage multiple tasks and deadlines.
• Self-motivated, proactive work style with the ability to take initiative.
• High attention to detail in handling project information, documentation, and timelines.
• Experience with general administration tasks, project documentation, and project setup.
• Ability to work with Microsoft Office and similar productivity tools.

Additional Skills & Qualifications

• Experience using PDF-XChange or similar PDF tools to add bookmarks and manage document navigation.
• Familiarity with blueprint reading and understanding specifications.
• Experience in project administration, construction administration, or commercial project assistance.
• Background as a project coordinator, detailing coordinator, project data entry specialist, or architectural assistant.
• Experience with Excel and Google Sheets for data tracking, reporting, and project timelines.
• Experience with document processing and organizing digital project files.
• Familiarity with project management or detailing software such as Comsense is a plus.

Work Environment

This is an onsite position with a standard schedule of Monday through Friday, 8:00 a.m. to 4:30 p.m., with some flexibility as needed. You will work in an office environment that supports commercial and construction-related projects, using computers, Google Suite, Microsoft Office, PDF tools, and project management systems such as Comsense. The role involves frequent use of spreadsheets, digital plans, and project documentation, with a focus on accuracy, organization, and timely communication.

This is a Contract to Hire position based out of Oshkosh, WI.

The pay range for this position is $21.00 - $24.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• 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)

This is a fully onsite position in Oshkosh,WI.

This position is anticipated to close on May 8, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company 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.