Administrative Assistant II

TDIndustries; Phoenix (AZ); On-site; USD 42,000 - 55,000; Full time

Job summary

TDIndustries is seeking an Administrative Assistant II to provide advanced administrative support across teams, ensuring efficient day-to-day operations. You will prepare reports, correspondence, presentations, and meeting materials using Microsoft Office applications, and manage calendars, meetings, and travel arrangements.

The role requires 2–5 years of experience, a High School Diploma or equivalent, and proficiency with Outlook, Word, Excel, and PowerPoint.

Qualifications

• High School Diploma or equivalent.
• 2-5 years of experience.
• Proficiency with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).

Responsibilities

• Provides advanced administrative support across teams or departments.
• Prepares reports, correspondence, presentations, and meeting materials.
• Manages calendars, coordinates meetings and travel arrangements.
• Screens and directs incoming calls, visitors, mail and emails with discretion.
• Maintains organized files and records and processes invoices/expenses.

Skills

Discretion

Attention to detail

Communication

Multitasking

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Job description

The Administrative Assistant II provides advanced administrative support to teams or departments across the organization, ensuring efficient and professional day-to-day operations. This role prepares reports, correspondence, presentations, and meeting materials using a variety of business software applications. It also manages calendars, coordinates meetings and travel arrangements, tracks expenses, and maintains organized files and records. The Administrative Assistant II serves as a key point of contact by screening and directing incoming calls, visitors, mail, and emails with a high level of discretion and attention to detail.

Essential Duties

• Performs general office duties such as maintaining inventory and ordering supplies, maintaining records and files, processing invoices, and keeping supply closets and common areas clean and organized. Provides comprehensive administrative support to the team, including tasks such as maintaining inventory, ordering supplies, processing invoices, and ensuring organizational efficiency.
• Files and retrieves documents, records, and reports. Processes documents to update and maintain files and records; i.e. phone and address lists, distribution lists, etc.
• Welcomes guests warmly and professionally, ensuring a hospitable and positive experience from their arrival. Answers electronic communications and phone calls, and directs calls to appropriate parties or takes messages. Provides callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information.
• Composes, formats and types routine correspondence.
• Receives sorts and forwards incoming mail. Coordinates the delivery of express mail services (FedEx, UPS, etc.).
• Puts together files for business documents for each assigned project. Assists with bid proposal books for sales and estimating. Obtains plans & specifications for jobs as requested. Assists with completing project closeout documents including O&M.
• Prepares agendas and supporting meeting handouts.
• Prepares and codes invoices, completes expenses reports, letters and other documents using word processing, spreadsheet, database, or presentation software. Assist with petty cash activity. Completes expense report preparation.
• Responsible for the function of timekeeping and system entry.
• Provides support for Partner licensing renewals, reminders of employee training and assists with mobile device issues.

Minimum Requirements

High School Diploma or equivalent. Additional certifications or coursework in office administration or related fields is a plus.

2-5 years of experience

Must have demonstrated proficiency with Microsoft Suite such as Outlook, Word, PowerPoint, OneNote, Excel

Grow Your Career with TDIndustries

Founded in 1946, TDIndustries is a premier, employee-owned Mechanical, Electrical, and Plumbing (MEP) company delivering full-lifecycle building solutions-from design and construction to service and facilities maintenance. We power critical environments like hospitals, schools, data centers, stadiums, and commercial buildings across Texas and the Southwest.

Our Partners (employees) are the core of our success. As an employee-owned company, you have a voice, a stake, and a clear path to grow. Recognized by FORTUNE Magazine as a "100 Best Company to Work For," we invest in top training, career development, and a culture built on trust and servant leadership.

Join a growing team where your skills matter, and your future is built to last.

At TDIndustries, we believe opportunity should be built - and shared - by all. Whether you work with tools or technology, in the field or the office, we hire and grow people based on skill, potential, and integrity - never labels. We value the diverse paths that bring people to our team and welcome Partners of all backgrounds, including differences in race, color, religion, sex, gender identity or expression, sexual orientation, age, ability, military service, and more. What matters most is how we work together to build excellence.