Precon Admin Assistant - Water/Wastewater

JOB DESCRIPTION

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.

Key Responsibilities


* 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.

Payroll and Timekeeping


* 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.

Meeting Calendar and Team Support


* 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 OneNote 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.

Expense and Financial Administration


* 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.

Human Resources and Personnel Support


* 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...