Bilingual Admin

Project Administrative Assistant (Bilingual English/Spanish)Position Type: Full-time Contract (Hourly, Non-Exempt) — On-site only (no remote work).Schedule: Monday to Friday, 6:30 AM – 3:00 PM. Occasional ~2 hours overtime on weekends (typically to finalize weekly reports). Additional overtime possible as the role expands.Pay Rate: $28 – $32 per hour, commensurate with experience.Role Overview:We are seeking a Project Administrative Assistant who is bilingual (English/Spanish) to support our construction project team with both administrative duties and light project coordination. In this on-site role, you will ensure smooth daily office operations while assisting project managers with essential project-related tasks. The ideal candidate is highly organized, tech-savvy (especially with Excel and project management software), and comfortable working in a fast-paced construction environment.Key Responsibilities:Timekeeping Administration: Manage daily time and attendance records for field crew using the SmartBarrel timekeeping system. This includes reviewing paper sign-in/sign-out sheets, verifying and approving electronic clock-ins/outs in SmartBarrel, troubleshooting discrepancies, and compiling weekly time reports for management.Onboarding & Orientation Coordination: Oversee new-hire onboarding logistics on the project site. Update internal staffing spreadsheets with new hire information and start dates. Schedule and coordinate orientation and safety training sessions (in partnership with our labor management team), ensuring new employees complete required online safety courses. Welcome new hires on their first day, issue required PPE (Personal Protective Equipment), and guide them through initial orientation and site protocols.Purchase Orders & Procurement: Serve as a point-person for project purchasing tasks. Create and submit Purchase Order (PO) in the company’s ERP system (Acumatica). Track orders through to delivery: liaise with vendors and our yard/warehouse to confirm delivery schedules, and upon receipt of goods, enter packing slip details in Acumatica. Maintain organized records of orders and receipts to ensure nothing is overlooked.Office Supplies & Material Purchasing: Manage office supply inventory and procure materials needed for the project office. Anticipate and arrange purchasing of routine supplies (e.g. stationery, printer toner) and assist the team in sourcing any special equipment or materials needed for project operations. Ensure that the site office is well-equipped and that all purchases follow company procurement procedures.Cross-Team Coordination: Work closely with the Project Coordinator, Assistant Project Manager (APM), and Project Manager (PM) to support project administration. This can include helping prepare project documentation or reports, collecting updates from various teams to input into weekly status reports, and facilitating communication between the field crew and office staff. You will be an important hub of information, making sure team members have what they need (documents, supplies, info) to keep the project running smoothly.Qualifications and Skills:Bilingual proficiency in English and Spanish – Required. Must be able to communicate clearly with both English- and Spanish-speaking crew and staff.Experience: 2+ years in an administrative support role, preferably in construction, engineering, or a project-driven environment. Experience with project coordination or site administration is a strong plus.Technical Skills: Proficiency in Microsoft Office, especially Excel (for tracking time, budgets, or data). Ability to quickly learn new software and systems is essential. Prior experience with tools like Acumatica (or similar ERP software) and SmartBarrel (or other timekeeping systems) is highly beneficial.