Project Administration Assistant

Project Administrative Assistant

Location: Litchfield Park, AZ

Position Type: Full-Time Contract (Long-Term)

Position Overview

We are seeking a detail-oriented and bilingual Project Administrative Assistant to support a busy construction project team in Litchfield Park, AZ. This long-term, fully on-site role is essential to keeping daily operations running efficiently. You will handle a mix of administrative duties, timekeeping, onboarding coordination, and purchasing support while working closely with project leadership and field teams.

Key Responsibilities

Timekeeping Administration

• Manage daily time and attendance for field crews using SmartBarrel


• Review paper sign-in/sign-out sheets and verify electronic clock-ins/outs


• Troubleshoot discrepancies and ensure accurate reporting


• Compile and submit weekly time reports

Onboarding & Orientation Coordination

• Coordinate new-hire onboarding logistics on-site


• Maintain staffing spreadsheets with employee details and start dates


• Schedule and support orientation and safety training sessions


• Ensure completion of required online safety courses


• Welcome new hires, distribute PPE, and guide site onboarding processes

Purchase Orders & Procurement

• Create and manage Purchase Orders (POs) in Acumatica


• Track orders and coordinate with vendors and warehouse teams


• Record packing slips and maintain accurate procurement records

Office Supplies & Material Purchasing

• Monitor and replenish office supply inventory


• Procure routine and specialty materials for project operations


• Ensure compliance with purchasing procedures

Cross-Team Coordination

• Support Project Coordinator, APM, and PM with administrative needs


• Assist with reports, documentation, and status updates


• Facilitate communication between field and office teams

General Administrative Support

• Maintain organized digital and physical filing systems


• Coordinate meetings and site logistics


• Provide flexible administrative support as needed

Qualifications & Skills

• Bilingual (English/Spanish) Required


• 2+ years of administrative experience (construction or project-based environment preferred)


• Strong Microsoft Office skills, especially Excel


• Experience with ERP systems (Acumatica preferred)


• Familiarity with SmartBarrel or similar systems is a plus


• Strong attention to detail and organizational skills


• Excellent communication and teamwork abilities


• Ability to adapt in a fast-paced environment


• Reliable and punctual with strong time management

Aspen Technical Staffing

CELEBRATING 25 YEARS

~2001-2026~
We are an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, gender identity or expression, national origin, disability, veteran status, or any other protected characteristic under the law. Assistance with the application process is available upon request.