What are the responsibilities and job description for the Project Administrator position at Aston Carter?
Job Title: Project Administrator
Job Description
The Project Administrator supports multiple active construction projects by managing financial and administrative processes from end to end. This role coordinates project budgets, billing, and vendor payments while maintaining accurate documentation and ensuring compliance with established procedures. The position requires strong Excel skills, experience with AIA billing, and the ability to collaborate effectively with internal teams, contractors, and vendors in a fast-paced construction environment.
Responsibilities
This is a full-time, onsite role working Monday through Friday from 8:00 a.m. to 5:00 p.m. The position is based in a professional office environment that supports active construction projects and requires regular coordination with internal teams, contractors, and vendors. You will work extensively with Excel, accounting platforms, and corporate systems such as JDEdwards while managing digital and physical project files. The role involves typical office tasks such as handling mail, ordering supplies, and arranging travel, and requires a professional appearance appropriate for a corporate office setting.
Job Type & Location
This is a Contract to Hire position based out of Indianapolis, IN.
Pay And Benefits
The pay range for this position is $30.00 - $30.00/hr.
Requirements
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:
This is a fully onsite position in Indianapolis,IN.
Application Deadline
This position is anticipated to close on Jun 19, 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® 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.
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.
Job Description
The Project Administrator supports multiple active construction projects by managing financial and administrative processes from end to end. This role coordinates project budgets, billing, and vendor payments while maintaining accurate documentation and ensuring compliance with established procedures. The position requires strong Excel skills, experience with AIA billing, and the ability to collaborate effectively with internal teams, contractors, and vendors in a fast-paced construction environment.
Responsibilities
- Support financial and administrative needs across multiple active construction projects.
- Manage project budgets, forecasts, and cost tracking using Excel and accounting platforms.
- Prepare and review General Contractor pay applications, including AIA G702 and G703 forms.
- Maintain accurate project expense records and complete regular financial reconciliations.
- Monitor project timelines and financial milestones to ensure accuracy and compliance with project requirements.
- Coordinate with vendors, contractors, and internal teams on invoicing, payments, and financial reporting.
- Manage contract workflows, including billing cycles, change orders, lien waivers, and compliance documentation.
- Assist with data reconciliation between internal systems such as JDEdwards and other corporate platforms.
- Troubleshoot and resolve system or program errors related to project accounting and administration.
- Track partnership approvals and clearly communicate budget flows and changes to project teams.
- Handle general office needs including ordering supplies, processing mail, arranging travel, and following up with information systems support.
- Maintain organized project files and documentation in both physical and digital formats.
- Perform additional duties and take on new responsibilities as project needs evolve.
- Prior experience supporting or working for a construction company.
- Proficiency in Excel, including formulas, running macros, and accurate data entry.
- Hands-on experience with AIA billing processes and documentation.
- Experience with vendor management, including coordinating invoices and payments.
- Strong written and verbal communication skills with proper grammar in emails.
- Detail-oriented, highly organized, and able to manage multiple projects simultaneously.
- Comfort with asking questions, seeking clarification, and proactively addressing issues.
- Experience with project coordination or administrative support in a construction environment.
- Familiarity with General Contractor pay applications, including AIA G702 and G703.
- Experience using accounting platforms and corporate systems such as JDEdwards.
- Ability to troubleshoot basic system or program errors related to project administration.
- Proactive, structured, and process-driven work style suited to a fast-paced environment.
This is a full-time, onsite role working Monday through Friday from 8:00 a.m. to 5:00 p.m. The position is based in a professional office environment that supports active construction projects and requires regular coordination with internal teams, contractors, and vendors. You will work extensively with Excel, accounting platforms, and corporate systems such as JDEdwards while managing digital and physical project files. The role involves typical office tasks such as handling mail, ordering supplies, and arranging travel, and requires a professional appearance appropriate for a corporate office setting.
Job Type & Location
This is a Contract to Hire position based out of Indianapolis, IN.
Pay And Benefits
The pay range for this position is $30.00 - $30.00/hr.
Requirements
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 Indianapolis,IN.
Application Deadline
This position is anticipated to close on Jun 19, 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® 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.
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.
Salary : $30