Precon Admin Assistant - Water/Wastewater

Sundt•Tempe, AZ

10h

About The Position

The Administrative Assistant I provides administrative and secretarial support to the assigned area, with additional responsibility for coordinating estimating, payroll, project-cost, meeting, and team-support activities. This role helps maintain accurate information, organized operations, and timely communication across the department.

Requirements

Construction experience preferred.
Good communication skills; self-motivated and able to work well under pressure.
Good telephone etiquette.
High school graduate or equivalent education.
Minimum of 2–3 years of secretarial or administrative experience.
Proficient use of all Microsoft Office Suite programs.

Responsibilities

Maintain files for the assigned area and oversee other clerical work as needed.
Assist with department phones and serve as a liaison with other departments, jobsites, internal teams, and external vendors.
Provide administrative support to project managers, chief estimators, preconstruction leadership, and other assigned team members.
Schedule appointments, meetings, and travel; coordinate availability and help resolve scheduling conflicts.
Coordinate department services, including maintenance, repairs, supplies, equipment, and other office needs.
Review, compose, and answer correspondence and distribute mail accordingly.
Open and monitor timecards, follow up with team members regarding submissions, and confirm completion with leadership.
Maintain accurate timekeeping information across InEight, electronic timesheets, payroll entry forms, and other applicable systems.
Track and validate weekly location data and project hours to support compliance and reporting accuracy.
Communicate weekly reminders regarding timecard deadlines, updated jobs, and subledger requirements.
Assist with managing the Preconstruction Manager’s calendar, including scheduling meetings, coordinating availability, and resolving conflicts.
Organize and support preconstruction meetings by maintaining and facilitating the OneNote agenda.
Coordinate internal and external meetings, including scheduling, room setup, food, supplies, and other logistics.
Administer and maintain the team FTO calendar for visibility and accuracy.
Support team engagement initiatives, including team builders, volunteer events, Lunch & Learns, and catered meetings.
Assist project managers, chief estimators, and preconstruction leadership with Concur expense reports.
Process, reclass, and reconcile invoices as needed to support accurate cost allocation.
Complete payroll, subledger, invoice, and vehicle reclasses using the appropriate templates and JD Edwards (E1).
Support monthly preconstruction budget reviews by identifying discrepancies and working with leadership to ensure expenses are properly categorized.
Create and distribute Personnel Action Forms (PAFs) for transfers, promotions, and staffing changes.
Support new hires by coordinating with IT to ensure equipment readiness, desk setup, and first-day onboarding.
Serve as a welcoming resource for new team members by assisting with setup, introductions, and ongoing administrative needs.
Create and establish subledgers during the pursuit phase of new projects and assist with reclassing costs once job numbers are issued.
Develop and maintain working knowledge of cost codes and support the team with accurate cost-code selection.
Pull and distribute Job Cost Reports from E1 upon request.
Order and manage office supplies through Staples and Office Services.
Coordinate refrigerator stocking for assigned offices, including soda orders and weekly restocking.
Assist new team members with business-card ordering and related administrative setup.