Administrative Assistant

Job Description

Job Description

Job Description

We are seeking a highly organized, professional, and customer-focused Project Administrator to support daily office operations and serve as the first point of contact for visitors, clients, vendors, and employees. This role is essential to maintaining an organized and efficient office environment while providing administrative support to leadership, project managers, field personnel, and other departments. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced construction, manufacturing, and project-driven environment. We are looking for someone who takes pride in creating a professional experience for both internal and external stakeholders while helping the organization operate smoothly and efficiently.

Responsibilities

• Serve as the first point of contact for visitors, clients, vendors, and incoming calls.
• Greet and assist guests in a professional and welcoming manner.
• Answer, screen, and direct incoming phone calls and emails.
• Manage incoming and outgoing mail, courier services, and deliveries.
• Maintain conference rooms, reception areas, and common office spaces.
• Provide administrative support to leadership, project managers, and department teams.
• Schedule meetings, coordinate calendars, and assist with travel arrangements as needed.
• Prepare, format, and distribute reports, presentations, correspondence, and other business documents.
• Assist with meeting agendas, minutes, and follow-up action items.
• Maintain filing systems, project records, and company documentation.
• Support project teams with document management and administrative tracking.
• Assist with permit applications, contractor documentation, and project record organization.
• Track and maintain office supplies, equipment, and vendor relationships.
• Coordinate office events, meetings, and employee activities.
• Assist with onboarding paperwork and employee administrative needs.
• Enter and maintain accurate company, project, and vendor information.
• Update databases, spreadsheets, and internal reporting systems.
• Ensure records and documentation are organized and maintained in accordance with company procedures.
• Assist with compliance-related documentation and administrative reporting.

Essential Skills

• High school diploma or equivalent.
• 2+ years of administrative assistant, receptionist, office coordinator, or related experience.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Experience supporting construction, industrial, engineering, manufacturing, utility, or project-based organizations is a plus
• Experience working with project documentation, permitting, or contractor records.
• Familiarity with accounting support functions such as invoice tracking or purchase order processing.
• Experience with CRM, ERP, or document management systems.
• Bilingual English/Spanish is a plus.

Recruiter: Eisen Hardy - ' [email protected] '

This is a Contract to Hire position based out of Mesa, AZ.

The pay range for this position is $25.00 - $35.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Mesa,AZ.

This position is anticipated to close on Aug 9, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.