Project Administrative Assistant

Summary

We are seeking a highly organized, detail-oriented, and dependable Project Administrative Assistant to provide administrative support to the Project Management team while serving as a key resource for the Accounting Manager and Payroll Manager. This position is responsible for assisting with daily project administration, payroll coordination, accounting support, document management, and office operations on a large-scale heavy civil infrastructure project.

The ideal candidate possesses strong organizational skills, enjoys working with financial documentation, payroll records, and project teams, and thrives in a fast-paced construction environment where accuracy and confidentiality are essential

.
Essential Responsibiliti

esAccounting Suppo

• rtProvide administrative support to the Accounting Manager with daily accounting operation
• s.Assist with processing vendor invoices, purchase orders, and subcontractor payment documentatio
• n.Maintain organized accounting files and supporting financial record
• s.Track invoice approvals and ensure timely routing for paymen
• t.Assist with job cost reporting and project budget trackin
• g.Coordinate vendor setup documentation, W-9 forms, insurance certificates, and compliance record
• s.Support monthly financial reporting and reconciliation activitie
• s.Assist with accounts payable and project accounting documentatio

n.
Payroll Supp

• ortProvide administrative support to the Payroll Manag
• er.Collect, review, and organize employee timesheets for accuracy and completene
• ss.Assist with certified payroll documentation for public works projec
• ts.Coordinate payroll documentation for union and non-union employe
• es.Maintain payroll records while ensuring confidentiali
• ty.Assist with employee onboarding paperwork, payroll forms, direct deposit information, and employment documentati
• on.Coordinate payroll-related inquiries between project staff and corporate payro
• ll.Support prevailing wage compliance and labor reporting requiremen

ts.
Project Administra

• tionProvide administrative support to Project Managers, Project Engineers, and field supervis
• ion.Prepare correspondence, reports, meeting minutes, and project documentat
• ion.Maintain project files, contracts, RFIs, submittals, change orders, and document l
• ogs.Assist with project closeout documentation and turnover packa
• ges.Coordinate project meetings and maintain project calend
• ars.Support document control activities using electronic filing syst

ems.
Office Administr

• ationManage incoming calls, visitors, and office communicat
• ions.Order office supplies and coordinate office equip
• ment.Arrange travel, meetings, and project ev
• ents.Assist with onboarding new project emplo
• yees.Maintain organized project office records and filing sys
• tems.Support safety meetings by preparing attendance logs and documenta

tion.
Compliance & Documen

• tationMaintain confidential employee, payroll, and project inform
• ation.Assist with certified payroll, labor compliance, and prevailing wage document
• ation.Coordinate subcontractor compliance document
• ation.Maintain insurance certificates, licenses, and project re
• cords.Support internal and external audits by organizing requested document

ation.
Qualifi

• cationsAssociate's or Bachelor's degree in Business Administration, Accounting, Finance, Construction Management, or related field pre
• ferred.3+ years of administrative experience supporting accounting, payroll, or construction oper
• ations.Experience in the construction industry strongly pre
• ferred.Working knowledge of payroll processes, accounts payable, and project acco
• unting.Experience with Microsoft Office Suite, particularly
• Excel.Experience with construction software such as CMiC, Viewpoint, Procore, Sage, or similar ERP systems is pre
• ferred.Strong organizational and time management
• skills.Excellent written and verbal communication abi
• lities.High degree of professionalism, discretion, and confident
• iality.Ability to manage multiple priorities while maintaining exceptional attention to

detail.
Preferred Qualif

• icationsHeavy civil or commercial construction exp
• erience.Public agency or infrastructure project exp
• erience.Experience supporting certified payroll and prevailing wage p
• rojects.Familiarity with union payroll adminis
• tration.Experience supporting project accountin

g teams.
Core Com

• petenciesFinancial
• accuracyOrganization and
• planningPayroll and accountin
• g supportProfessional comm
• unicationConfid
• entialityCustome
• r serviceColl
• aborationI
• nitiativeAttention
• to detailProble

m solving