Administrative Assistant to Project Management

The Administrative Assistant to Project Management provides critical administrative and operational support to Project Managers and Operations teams. This role is responsible for document management, job setup, billing support, field timekeeping assistance/oversight, and coordination of project-related administrative functions. The Administrative Assistant ensures accurate and timely processing of job data, supports communication between departments, and contributes to maintaining organized and efficient project workflows.

This position works closely with Project Managers, Accounting, Dispatch/Trucking, and field personnel to ensure data accuracy, compliance, and timely reporting.

In Office, Full Time: No remote work available.

Key Responsibilities:

Purchasing & Job Setup

• Create and submit miscellaneous purchase orders as requested.

• Set up new jobs and phases within company systems.

• Create and maintain T&M (Time & Materials) records within miscellaneous jobs.

• Add and maintain cost types as needed for accurate job tracking.

Ticketing & Daily Operations Support

• Sort and organize daily field tickets and documentation.

• Create and distribute daily ticket summaries for Project Managers and leadership.

• Provide administrative support to personnel at scale houses.

• Process material orders for general public and internal use.

Trucking & Logistics Coordination

• Assist the trucking supervisor with required paperwork and documentation.

• Support daily coordination of hauling routes and material destinations.

• Maintain organized records of trucking activities and communications.

Billing & Accounts Receivable Support

• Compile and submit T&M billings accurately and on schedule.

• Enter miscellaneous invoices into the accounting system.

Timekeeping & Payroll: Support to Project Controls and Data Analyst

• Assist in ensuring employee timecards are submitted by weekly cut-off deadlines.

• Review daily time entries for completeness including hours, equipment usage, production quantities, and notes.

• Monitor and maintain Project Manager approvals for weekly timecards.

• Assist in training employees and supervisors on proper timecard entry procedures.

Why A.O. Hardee?

• Start earning paid Sick Leave after 1 month

• Start earning paid Vacation after 2 months

• 401k with match available after 3 months

• Eligible for comprehensive benefits package after 30 days

• Paid holidays

• Profit Share Program

Qualifications:

• Strong organizational skills with high attention to detail.

• Ability to manage multiple administrative tasks in a fast-paced environment.

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

• Excellent communication and interpersonal skills.

• Experience with data entry, timekeeping systems, or construction administration preferred.

• Ability to work collaboratively across departments.

Preferred Skills:

• 13 years of administrative/AP/AR experience in sitework construction or project-based environments.

• Familiarity with HCSS, Vista by Viewpoint preferred.

• Basic understanding of job costing, billing, and payroll processes.

• Bilingual (Spanish/English) a plus.

• Expertise in Excel a plus.

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