Project Administrative Assistant

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. Accounting Support Provide administrative support to the Accounting Manager with daily accounting operation Assist with processing vendor invoices, purchase orders, and subcontractor payment documentation Maintain organized accounting files and supporting financial records Track invoice approvals and ensure timely routing for payment Assist with job cost reporting and project budget tracking Coordinate vendor setup documentation, W‑9 forms, insurance certificates, and compliance records Support monthly financial reporting and reconciliation activities Assist with accounts payable and project accounting documentation Payroll Support Provide administrative support to the Payroll Manager Collect, review, and organize employee timesheets for accuracy and completeness Assist with certified payroll documentation for public works projects Coordinate payroll documentation for union and non‑union employees Maintain payroll records while ensuring confidentiality Assist with employee onboarding paperwork, payroll forms, direct deposit information, and employment documentation Coordinate payroll‑related inquiries between project staff and corporate payroll Support prevailing wage compliance and labor reporting requirements Project Administration Provide administrative support to Project Managers, Project Engineers, and field supervisors Prepare correspondence, reports, meeting minutes, and project documentation Maintain project files, contracts, RFIs, submittals, change orders, and document logs Assist with project closeout documentation and turnover packages Coordinate project meetings and maintain project calendar Support document control activities using electronic filing systems Office Administration Manage incoming calls, visitors, and office communication Order office supplies and coordinate office equipment Arrange travel, meetings, and project events Assist with onboarding new project employees Maintain organized project office records and filing systems Support safety meetings by preparing attendance logs and documentation Compliance & Documentation Maintain confidential employee, payroll, and project information Assist with certified payroll, labor compliance, and prevailing wage documentation Maintain insurance certificates, licenses, and project records Support internal and external audits by organizing requested documents Qualifications Associate's or Bachelor's degree in Business Administration, Accounting, Finance, Construction Management, or related field preferred 3+ years of administrative experience supporting accounting, payroll, or construction operations Experience in the construction industry strongly preferred Working knowledge of payroll processes, accounts payable, and project accounting Experience with Microsoft Office Suite, particularly Excel Experience with construction software such as CMiC, Viewpoint, Procore, Sage, or similar ERP systems is preferred Strong organizational and time‑management skills High degree of professionalism, discretion, and confidentiality Ability to manage multiple priorities while maintaining exceptional attention to detail Preferred Qualifications Heavy civil or commercial construction experience Public agency or infrastructure project experience Experience supporting certified payroll and prevailing wage projects Familiarity with union payroll administration Experience supporting project accounting #J-18808-Ljbffr