Admin assistant Jobs in Mesa, AZ

JOB DESCRIPTION Job Summary * 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. Key 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. Payroll and Timekeeping * 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. Meeting Calendar and Team Support * 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. Expense and Financial Administration * 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. Human Resources and Personnel Support * 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. Project and Cost Administration * 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. Office and Resource Management * 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. Minimum Job 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. Physical Requirements * May stoop, kneel, or bend on an occasional basis. * Must be able to comply with all safety standards and procedures. * Required to use hands to grasp, lift, handle, carry, or feel objects on a frequent basis. * Will interact with people and technology frequently during a shift or workday. * Will lift, push, or pull objects up to 50 pounds on an occasional basis. * Will sit, stand, or walk short distances for up to the entire duration of a shift or workday. * Will use a telephone, computer system, email, and other electronic devices frequently to communicate with internal and external customers or vendors. Safety Level Non-Safety Sensitive Note: Jobs with the Safety-Sensitive designation are those that include tasks or duties that the employer reasonably believes could affect the safety and health of the employee performing the task or others such as operating a vehicle, operating equipment, operating machinery or power tools, repairing/maintaining the operation of any vehicle/equipment, the handling/disposal/transport of hazardous materials, or the handling/treatment/disposal of potentially flammable/combustible materials. General Notice This job description is subject to change at any time and may include other duties as assigned. Equal Opportunity Employer Statement: Sundt is committed to the equal treatment of all employees, and/or applicants for employment, and prohibits discrimination based on race, religion, sex (including pregnancy), sexual orientation, gender identity, color, age, disability, national origin, covered veteran status, genetic information; or any other classification protected by applicable Federal, state, or local laws. #LI-GM1