Administrative Assistant

Quest International; Tempe, Northern (AZ, KY); Hybrid; USD 36,000 - 48,000; Full time

Job summary

Traylor Bros., Inc. in Tempe, AZ seeks an Administrative Assistant to support project management, engineering, and project controls teams. You will coordinate meetings, manage calendars, handle communications, and prepare critical project documents in a fast-paced construction environment.

The role requires a high level of organization, strong detail orientation, and the ability to work independently across multiple departments while maintaining confidentiality and professional standards.

Qualifications

• High school diploma or GED required; Associate's degree in Business Administration or a related field preferred.
• Minimum of 3 years of administrative support experience in construction, engineering, industrial, or project-based environments.
• Excellent organizational and time management skills.
• Strong attention to detail with the ability to prioritize multiple tasks and deadlines.
• Exceptional written and verbal communication skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
• Ability to work independently while supporting multiple departments.
• Professional demeanor with excellent customer service and interpersonal skills.

Responsibilities

• Provide administrative support to project management, construction, engineering, and project controls teams.
• Coordinate meetings, prepare agendas, record meeting minutes, and distribute action items.
• Maintain project calendars, schedules, and conference room reservations.
• Manage incoming calls, emails, visitors, and general office communications.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, and other project documentation.
• Maintain project filing systems, both electronic and hard copy, ensuring documents are organized and easily accessible.
• Assist with document control by routing, tracking, and filing project documents.
• Coordinate travel arrangements, lodging, transportation, and expense reporting for project personnel.
• Order and maintain office supplies, equipment, and inventory.
• Assist with onboarding new employees, including office setup and coordination of required documentation.
• Support timekeeping, payroll coordination, and expense processing as needed.
• Coordinate catering, logistics, and setup for meetings and project events.
• Assist with processing invoices, purchase orders, and other administrative financial documentation.
• Maintain confidentiality of sensitive personnel and project information.
• Support special projects and perform other administrative duties as assigned.

Skills

Organization

Time management

Communication

Multitasking

Customer service

Education

Associate's degree in Business Administration or related field

High school diploma or GED

Tools

Microsoft Office Suite

Word

Excel

Outlook

PowerPoint

Teams

Job description

Traylor Bros, Inc

Administrative Assistant

1793-356

Administrative Assistant opportunity with Traylor Bros., Inc!

Traylor Bros., Inc. (TBI) is one of the most respected and sought-after tunneling firms in a very specialized industry. We are one of the few companies that possess the ability to complete the most technically demanding underground projects, whether soft ground or hard rock. Our track record of more than 110 projects and 90-plus miles of bored tunnels speaks for itself.

What makes us different?

Our Mission is to excel at constructing complex infrastructure safer, better, and faster by engaging the entrepreneurial and innovative spirit of our team members and providing limitless opportunities for personal and professional growth in a close-knit and collaborative organization.

Our Core Values:

Safety. We are committed to providing a safe work environment. This is always our priority.

People. Our talented team is our greatest asset. We provide opportunity, reward performance, and support a positive and balanced work environment.

Innovation. We have the ability to engineer creative solutions to overcome any obstacle.

Ethics. We are honest and ethical in all our business dealings.

Communication. We encourage open and honest communication throughout our organization.

Community. We add value to our industry and the communities in which we work.

Position Summary

Our customer is a utility in Arizona looking to add 2,000 MW of pumped storage energy to its overall capacity to meet growing demand on its network. We are building a high-performing joint venture team to deliver this complex EPC heavy civil project and are looking for motivated, hands-on, collaborative innovators, doers, and problem solvers.

The project will involve the use of a lower reservoir and the creation of an upper reservoir through the construction of new dams. The reservoirs will be connected by underground waterways tunneled into the rock, channeling water down the approximately 1,200-foot drop between the two reservoirs. The project scope includes significant access road development, construction of the upper reservoir with dams and an overflow spillway, underground tunnel waterways in challenging geological and hydrogeological conditions, upper and lower reservoir inlet/outlet structures, hydromechanical equipment, an underground powerhouse, and surface site facilities and buildings.

This is your opportunity to be part of a truly historic project.

Key Responsibilities

• Provide administrative support to project management, construction, engineering, and project controls teams.
• Coordinate meetings, prepare agendas, record meeting minutes, and distribute action items.
• Maintain project calendars, schedules, and conference room reservations.
• Manage incoming calls, emails, visitors, and general office communications.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, and other project documentation.
• Maintain project filing systems, both electronic and hard copy, ensuring documents are organized and easily accessible.
• Assist with document control by routing, tracking, and filing project documents.
• Coordinate travel arrangements, lodging, transportation, and expense reporting for project personnel.
• Order and maintain office supplies, equipment, and inventory.
• Assist with onboarding new employees, including office setup and coordination of required documentation.
• Support timekeeping, payroll coordination, and expense processing as needed.
• Coordinate catering, logistics, and setup for meetings and project events.
• Assist with processing invoices, purchase orders, and other administrative financial documentation.
• Maintain confidentiality of sensitive personnel and project information.
• Support special projects and perform other administrative duties as assigned.

Qualifications

• High school diploma or GED required; Associate's degree in Business Administration or a related field preferred.
• Minimum of 3 years of administrative support experience, preferably in construction, engineering, industrial, or project-based environments.
• Excellent organizational and time management skills.
• Strong attention to detail with the ability to prioritize multiple tasks and deadlines.
• Exceptional written and verbal communication skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
• Ability to work independently while supporting multiple departments.
• Professional demeanor with excellent customer service and interpersonal skills.

Preferred Qualifications

• Experience supporting large EPC, heavy civil, industrial, mining, energy, or infrastructure projects.
• Familiarity with construction document management systems such as Procore, Aconex, SharePoint, Bluebeam, or Autodesk Construction Cloud.
• Experience with ERP systems such as Oracle, SAP, CMiC, or JD Edwards.
• Knowledge of construction terminology and project administration processes.
• Experience coordinating travel and logistics for project teams.

Physical Requirements

• Ability to work in both office and active construction site environments.
• Ability to sit, stand, and walk for extended periods.
• Ability to climb stairs and navigate uneven terrain during field visits.
• Occasionally lift up to 25 pounds.
• Ability to travel to project work areas as needed.

Why Join Us?

Join a team delivering one of the most significant pumped storage hydropower projects in North America. You'll work alongside industry-leading professionals on a once-in-a-generation infrastructure project that will provide reliable, renewable energy for decades to come. If you're looking to make a meaningful impact while growing your career in project finance and construction operations, we'd like to hear from you.

Traylor Bros., Inc. is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, veteran status, sex, sexual orientation, gender identity, age, genetic information, pregnancy, disability, protected activity, or other non-merit factors.

Tempe, Arizona, United States