Administrative Assistant

Job Title : Administrative AssistantJob Description

We are seeking a dedicated Administrative Assistant to join our team and support our growing operations. This full-time, hourly position will play a vital role in maintaining the efficiency and organization of our office, reporting directly to the Office Manager and President.

Responsibilities

Handle multi-line phone systems and route calls efficiently.

Provide daily and weekly reporting to leadership.

Generate invoices for bid jobs and prepare Time and Materials (T&M) jobs for billing.

Process customer financing applications and related paperwork.

Handle credit approval for new contractors and service customers when setting up accounts.

Assist the owner with written correspondence to vendors and customers as needed.

Complete required operations reports as directed by management.

Maintain a high level of organization in both electronic and physical filing systems.

Periodically purge old files and archive them as needed.

Maintain all insurance data, including policies, certificates of insurance, and vehicle insurance records.

Manage job logs and set up newly sold jobs according to company procedures.

Monitor and track job costs accurately, updating job files and billing records with change orders.

Manage financial data using accounting software, such as QuickBooks.

Review month-end financials with the President.

Contact clients for collection purposes and post daily deposits against accounts receivable.

Manage incoming invoices from vendors and process payments.

Process employee timecards, payroll, and maintain payroll records.

Undertake any other duties as assigned by management.

Essential Skills

Proven experience as an Executive Assistant or similar role.

Proficiency in Microsoft Excel and accounting software such as QuickBooks.

Excellent organizational and multitasking skills.

Strong attention to detail.

Ability to work independently and as part of a team.

Strong communication skills, both written and verbal.

Previous bookkeeping or accounting experience is highly desirable.

Additional Skills & Qualifications

Highly organized with outstanding customer service skills.

Great attitude.

Experience in reviewing contracts and subcontracts.

Work Environment

This position is 100% office-based, with working hours from Monday to Friday, 6 am to 2 : 30 pm. Employees are required to maintain focus on work tasks and should not use cell phones during work hours. The company offers benefits including PTO, medical coverage, an IRA through New York Life, and insurance through Aflac.

Job Type & Location

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

Pay and Benefits

The pay range for this position is $20.00 - $25.00 / 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)

Workplace Type

This is a fully onsite position in Phoenix,AZ.

Application Deadline

This position is anticipated to close on Nov 17, 2025.

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 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

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 due to a disability, please email actalentaccommodation@actalentservices.com (%20actalentaccommodation@actalentservices.com) for other accommodation options.