Administrative Assistant

The Administrative Assistant supports the estimating and project management teams by organizing project information, maintaining detailed tracking tools, and ensuring accurate data entry across multiple systems. This role focuses on managing the detailing timeline for sold projects, coordinating documentation from estimate to project phases, and providing reliable administrative support to keep commercial construction projects running smoothly.

Responsibilities

• Provide estimators with clear and timely approximate dates for when projects will be detailed and handed over to the project management team.
• Track sold projects and add them to the Detailing Timeline using Google Sheets, ensuring information remains current and accurate.
• Continuously monitor projects on the Detailing Timeline from initiation through completion, updating statuses as needed.
• Set up new projects and perform comprehensive data entry tasks to establish accurate project records.
• Review project information and BI bid details to confirm completeness and accuracy before transitioning to the project phase.
• Transfer relevant documents from the estimate 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 manageability and navigation.
• Update Comsense with all pertinent job and shipping information, maintaining consistent and reliable project data.
• Review plans to identify and enter all TO/FROM locations into Comsense, ensuring accurate logistical and project details.
• Learn and execute bulk and unbulk processes for projects as needed, following established departmental procedures.
• Record meeting minutes when applicable, capturing key decisions, action items, and project updates.
• Update detailing department spreadsheets as directed by the department manager, maintaining organized and up-to-date records.
• Perform general administrative support duties related to project documentation, project setup, and project coordination.
• Assist with construction administration tasks by organizing commercial project documentation and supporting project managers and estimators.
• Collaborate with team members using strong oral communication and positive interpersonal skills to support smooth project workflows.

Essential Skills

• Proficiency in Google Suite is preferred, including Google Sheets for project tracking and data entry.
• Experience with Excel, including sorting, equations, and formulas for organizing and analyzing project data.
• Functional and working knowledge of computers and common office software applications.
• Excellent oral communication skills and positive interpersonal skills to interact effectively with team members and stakeholders.
• Strong organizational and planning skills to manage multiple projects and deadlines.
• Self-motivated and proactive approach to work, with the ability to take initiative and follow through on tasks.
• High level of attention to detail to ensure accuracy in data entry, documentation, and project records.
• Administrative support experience, including data entry and document processing.
• Ability to manage project documentation, project setup, and project coordination tasks in a commercial project environment.

Additional Skills & Qualifications

• Experience with PDF-XChange or similar PDF tools for adding bookmarks and organizing plans and specifications.
• Ability to read blueprints and understand specifications to support accurate project data entry.
• Experience in construction administration or commercial project assistance.
• Experience as a project data entry specialist, detailing coordinator, architectural assistant, or commercial project management support is beneficial.
• Familiarity with Microsoft Office for general administrative tasks and documentation.
• Experience working with project documentation and detailing processes in a commercial or architectural setting.

Work Environment

This is an onsite role in a professional office environment supporting commercial construction and project detailing activities. The position follows a Monday through Friday schedule, typically from 8:00 a.m. to 4:30 p.m., with some flexibility as needed. Work is primarily computer-based, using tools such as Google Suite, Excel, PDF software, and project management systems, with a focus on accuracy, organization, and collaboration with the estimating, detailing, and project management teams.

Job Type & Location

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

Pay and Benefits

The pay range for this position is $21.00 - $22.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

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)

Workplace Type

This is a fully onsite position in Oshkosh,WI.

Application Deadline

This position is anticipated to close on Sep 25, 2026.

About Aston Carter

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® Platinum Award 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 [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.