Project Assistant

Project Assistant

The Project Assistant provides comprehensive administrative support throughout the construction project lifecycle for a large data center project in Mesa, AZ. This role supports project engineers, project managers, and superintendents from concept through close-out by managing project documentation, coordinating contracts and certified payroll, and ensuring timely, accurate project administration. The position is ideal for an organized, detail-oriented professional who enjoys working in a fast-paced construction environment and is looking for opportunities to grow and advance.

• Set up new projects and create complete job books for the project team, ensuring all required documentation is organized and accessible.
• Request new vendor setups, communicate the need for W-9 forms to vendors, and follow up to ensure timely completion.
• Follow up with subcontractors to confirm all contracts are fully executed and all required documents are on file to support the project close-out process.
• Transcribe and prepare construction documents such as meeting minutes, project correspondence, contracts, change orders, purchase orders, and other project records.
• Prepare and issue subcontracts, purchase orders, and change orders in coordination with the project team.
• Order prints, construction plans, and drawings, and ensure the project team has current and accurate documents.
• Create, modify, and maintain owner contracts using AIA software, ensuring consistency and compliance with project requirements.
• Post and update bid documents in Smart Bid Net  and other designated platforms to support the bidding process.
• Prepare monthly owner billings accurately and on schedule in coordination with project stakeholders.
• Assemble, prepare, and submit certified payrolls, and review prevailing wage determinations as needed to support compliance requirements.
• Notarize project documents as needed to support project administration and contractual obligations.
• Assist with special projects and ad hoc tasks as requested by the project team and leadership.
• Act as a backup receptionist by answering phones and performing front office reception and administrative duties when needed.
• Perform data entry, meeting scheduling, and general project coordination tasks to keep projects running smoothly.
• Provide consistent administrative support for construction operations from project concept through completion.
• Other duties and responsibilities as assigned to support project and office operations.

• High school diploma or equivalent.
• At least 2 years of experience in an administrative support role in a professional office environment.
• Minimum 1 year of experience working with certified payroll in the construction industry.
• Proficiency with Microsoft SharePoint.
• Proficiency with Microsoft Office Suite, including Word, advanced Excel, PowerPoint, and Outlook.
• Experience with project coordination, project administration, and project scheduling support.
• Strong data entry skills with high accuracy and attention to detail.
• Strong written and verbal communication skills, including clear and professional phone communication.
• Strong customer service focus and commitment to supporting internal and external stakeholders.
• Ability to take direction while also working independently and managing priorities.
• Ability to take initiative, identify issues, and contribute to solutions.
• Ability to interact professionally with all levels of the organization.
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
• Punctuality and reliability, with a consistent record of being on time.

• Associate degree preferred.
• Industry experience in construction administration or a related field preferred.
• Working knowledge of Bluebeam preferred.
• Working knowledge of Vista (Viewpoint Construction Software) preferred.
• Experience using AIA Contract Documents or AIA software preferred.
• Notary commission or willingness to become a notary.
• Experience with Smart Bid Net  or similar bid management platforms is a plus.
• Demonstrated ability to schedule meetings and coordinate calendars.
• Demonstrated ability to support project teams in a fast-paced environment.
• Interest in professional growth and advancement within a growing company.

This role is based in a Mesa, AZ office that supports a large data center construction project. The work environment is a professional office setting within a construction-focused organization, where the Project Assistant collaborates closely with project engineers, project managers, superintendents, and other office staff. The position involves extensive use of Microsoft Office (including advanced Excel), SharePoint, and construction-related software such as Bluebeam, Vista (Viewpoint Construction Software), AIA Contract Documents, and Smart Bid Net .

The culture emphasizes growth, offering opportunities to develop skills and advance within a growing company. The environment values…