Precon Admin Assistant - Water​/Wastewater

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.

• 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.

• 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.

• 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 One Note 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.

• 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.

• 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.

• 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.

• 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.

• 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…