Administrative Assistant

Job Description

Job Description

POSITION OVERVIEW The Administrative Assistant provides essential administrative and operational support to our leadership team and field operations. This role serves as a key point of contact for internal and external communications, manages office operations, and ensures smooth day-to-day administrative functions in our fast-paced construction environment. The ideal candidate is a self-starter who thrives in a dynamic setting, communicates professionally, and takes pride in keeping things running efficiently. KEY RESPONSIBILITIES Office Administration & Operations • Serve as primary point of contact for phone calls, emails, and in-person visitors • Manage office supplies, equipment, and vendor relationships • Maintain organized filing systems (physical and digital) for project documents, contracts, and company records • Coordinate office logistics and maintain a professional work environment Communication & Coordination • Screen and direct communications to appropriate team members • Draft, proofread, and distribute internal memos, correspondence, and announcements • Coordinate communication between field teams, project managers, and leadership • Handle customer inquiries and route service requests appropriately Calendar & Scheduling Support • Manage calendars and schedule appointments for leadership team • Coordinate meetings, including room setup, materials preparation, and follow-up • Schedule and track project-related meetings with clients, general contractors, and vendors • Maintain awareness of critical project deadlines and milestones Document Management & Data Entry • Process and organize project documentation, submittals, and RFIs • Maintain accurate databases and spreadsheets • Assist with preparation of proposals, estimates, and project documentation • Ensure compliance documentation is current and properly filed • Support certified payroll and HR documentation as needed Administrative Support for Operations • Assist with onboarding processes for new hires • Track company certifications, licenses, and insurance renewals • Support safety program documentation and record-keeping • Coordinate training sessions and company meetings • Assist with travel arrangements and expense reporting Project & Financial Support • Process invoices, purchase orders, and payment requests • Track project documentation and maintain organized project files • Assist with month-end administrative tasks • Support general accounting and bookkeeping functions as needed QUALIFICATIONS Required • High school diploma or equivalent (Associate's degree preferred) • 2+ years of administrative or office management experience • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace • Strong written and verbal communication skills in English • Excellent organizational skills and attention to detail • Ability to prioritize multiple tasks and meet deadlines • Professional demeanor and strong customer service orientation • Reliable transportation and valid driver's license Preferred • Experience in construction, contracting, or trades industry • Bilingual (English/Spanish) • Familiarity with construction software (e.g., Procore, Sage, Foundation, QuickBooks) • Experience with HR documentation and compliance • Basic understanding of construction terminology and processes Personal Attributes • Self-motivated with ability to work independently • Adaptable and comfortable in a fast-paced environment • Discretion when handling confidential information • Team player with positive attitude • Problem-solver who takes initiative • Commitment to accuracy and quality WORK ENVIRONMENT • Office setting with occasional visits to project sites • Monday–Friday, 7:00 AM – 4:00 PM (flexibility required during busy periods) • Collaborative team environment supporting 20–49 employees • Interaction with field personnel, management, clients, and vendors • Fast-paced construction industry environment

AZ Keystone Masonry, LLC is a licensed masonry subcontractor based in Tucson, Arizona. Founded in 2005, we specialize in commercial and multifamily masonry — from block and brick to stone and restoration. With over 100 years of combined team experience, we operate as a Lean Masonry Company: focused on efficiency, quality, and delivering on every commitment. Our Lean designation means we run a tight operation. Jobs are planned before crews arrive. Materials are staged, not wasted. Schedules are respected. Every team member is expected to understand their role and contribute to a smooth, efficient job site —
and that starts on Day 1.

Company Description

AZ Keystone Masonry, LLC is a licensed masonry subcontractor based in Tucson, Arizona. Founded in 2005, we specialize in commercial and multifamily masonry — from block and brick to stone and restoration. With over 100 years of combined team experience, we operate as a Lean Masonry Company: focused on efficiency, quality, and delivering on every commitment. Our Lean designation means we run a tight operation. Jobs are planned before crews arrive. Materials are staged, not wasted. Schedules are respected. Every team member is expected to understand their role and contribute to a smooth, efficient job site —\r\nand that starts on Day 1.