Administrative Assistant

Administrative Assistant

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 :

Additional Skills & Qualifications :

Work Environment :

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 :

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 acatlentaccommodation@actalentservices.com for other accommodation options.