Project Delivery Administrative Assistant

AFL; Ashburn (VA); On-site; USD 55,000 - 75,000; Full time

Job summary

AFL is seeking a highly organized Project Delivery Administrative Assistant to provide operational, administrative, and project support for Data Center Operations. This role supports payroll coordination, onboarding, scheduling, inventory control, procurement, compliance tracking, reporting, and project execution with a focus on accuracy and efficiency.

The position reports to the Director of Operations, Data Centers, and collaborates with Operations Managers, Project Leaders, field personnel,

Qualifications

• High School Diploma or GED required; Associate degree preferred.
• 3-5 years of experience in project coordination, administrative support, operations support, workforce administration, payroll coordination, logistics, inventory management, construction or field operations support.
• Experience in telecommunications, technology, infrastructure, construction, or data center environments is preferred.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook, Teams, PowerPoint).
• Familiarity with ezClocker, Fishbowl, SAP, Oracle, Workforce Management Systems, Project Tracking Platforms.

Responsibilities

• Provide administrative support to Project Managers, Operations Managers, and Field Leadership.
• Maintain project documentation, employee files, records, and correspondence.
• Coordinate meetings, prepare agendas, and document meeting minutes.
• Prepare reports, presentations, spreadsheets, and project communications.
• Assist with project tracking, reporting, compliance documentation, and customer requests.
• Serve as a central point of contact for employees, contractors, vendors, and site visitors.
• Support special projects and process improvement initiatives.
• Support warehouse operations including shipping, receiving, inventory control, and asset tracking.
• Administer inventory and asset management systems.
• Coordinate procurement, rentals, logistics, and cost-control initiatives.

Job description

Must be able to read, write and speak English

Position Summary

AFL is seeking a highly organized and detail-oriented Project Delivery Administrative Assistant to provide operational, administrative, and project support for Data Center Operations. This position serves as a key resource supporting project managers, operations leadership, field personnel, contractors, and customers through workforce administration, payroll coordination, onboarding, scheduling, inventory control, procurement, compliance tracking, reporting, and project execution support.

The ideal candidate will thrive in a fast-paced, high-growth environment and possess exceptional organizational, communication, and problem-solving skills. This role requires the ability to manage multiple priorities while maintaining accuracy, accountability, and professionalism.

This position reports directly to the Director of Operations, Data Centers, with secondary support responsibilities to Operations Managers and Project Leadership teams.

Key Responsibilities

Payroll & Workforce Administration

• Serve as the primary administrator for payroll and timekeeping systems.
• Audit employee and contractor time records for accuracy and compliance.
• Process payroll-related documentation and reporting.
• Investigate and resolve payroll and timekeeping discrepancies.
• Monitor attendance, overtime, and labor utilization trends.
• Provide support and training on workforce management systems.
• Generate workforce reports, staffing updates, and labor metrics.

Workforce Scheduling & Resource Coordination

• Maintain workforce schedules based on project demands and customer requirements.
• Coordinate staffing assignments and schedule changes.
• Lead weekly workforce planning and resource meetings.
• Identify staffing gaps and assist Operations leadership with resource allocation.
• Ensure workforce availability aligns with project schedules and customer commitments.
• Support travel, lodging, and workforce logistics planning when required.

Employee & Contractor Onboarding

• Coordinate onboarding activities for employees and contractors.
• Process onboarding documentation and compliance requirements.
• Verify customer, project, and company onboarding qualifications.
• Schedule orientations and maintain onboarding records.
• Manage badging, site access requests, and security clearance tracking.
• Coordinate with EHS regarding training, certifications, and PPE requirements.
• Conduct badge and compliance audits.
• Ensure personnel are fully cleared and equipped prior to deployment.

Project & Administrative Support

• Provide administrative support to Project Managers, Operations Managers, and Field Leadership.
• Maintain project documentation, employee files, records, and correspondence.
• Coordinate meetings, prepare agendas, and document meeting minutes.
• Prepare reports, presentations, spreadsheets, and project communications.
• Assist with project tracking, reporting, compliance documentation, and customer requests.
• Serve as a central point of contact for employees, contractors, vendors, and site visitors.
• Support special projects and process improvement initiatives.

Warehouse, Inventory & Asset Management

• Support warehouse operations including shipping, receiving, inventory control, and asset tracking.
• Administer inventory and asset management systems.
• Track company tools, equipment, vehicles, and serialized assets.
• Manage equipment check-in/check-out procedures.
• Maintain inventory records and conduct periodic audits.
• Support field operations through the distribution of materials and equipment.
• Generate inventory and asset accountability reports.

Procurement, Rentals & Logistics

• Coordinate purchasing activities and vendor communications.
• Process purchase requests for materials, equipment, supplies, and project support needs.
• Monitor inventory replenishment and material availability.
• Coordinate rental equipment, trailers, vehicles, storage containers, and site assets.
• Track rental utilization, costs, accountability, and returns.
• Support cost-control initiatives through effective procurement and inventory management practices.

Compliance, Reporting & Documentation

• Maintain employee, contractor, and project records.
• Track certifications, training requirements, and workforce compliance.
• Assist with customer audits and documentation requests.
• Maintain confidential personnel and project information.
• Support operational reporting, KPI tracking, and workforce analytics.
• Assist leadership with process improvements and operational efficiency initiatives.

Required Qualifications

• High School Diploma or GED required; Associate degree preferred.
• 3-5 years of experience in:
• Project coordination
• Administrative support
• Operations support
• Workforce administration
• Payroll coordination
• Logistics
• Inventory management
• Construction or field operations support
• Experience supporting telecommunications, technology, infrastructure, construction, or data center environments preferred.
• Knowledge of payroll, workforce scheduling, onboarding, and workforce compliance processes.
• Experience supporting inventory, warehouse, and asset management programs.
• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, Teams, and PowerPoint.
• Experience using systems such as:
• ezClocker
• Fishbowl
• SAP
• Oracle
• Workforce Management Systems
• Project Tracking Platforms
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Ability to work independently while supporting multiple stakeholders.
• High attention to detail and accuracy.
• Valid driver's license and ability to travel occasionally.

Preferred Qualifications

• Bachelor's Degree in Business Administration, Operations Management, Supply Chain, Project Management, Construction Management, or a related field.
• Experience supporting hyperscale data center projects.
• Experience managing workforce scheduling across multiple projects and locations.
• Knowledge of contractor workforce administration and payroll compliance.
• Experience supporting distributed field operations teams.
• Experience with asset-tracking technologies and inventory systems.
• CAPM, PMP, Lean, Six Sigma, or similar professional certifications.

Core Competencies

• Project Coordination & Execution
• Administrative Operations
• Workforce Planning & Resource Management
• Payroll & Timekeeping Administration
• Contractor & Employee Onboarding
• Inventory & Asset Management
• Procurement & Logistics Coordination
• Compliance Management
• Operational Reporting & Analytics
• Communication & Collaboration
• Customer Focus
• Problem Solving & Decision Making
• Process Improvement
• Technology & Systems Proficiency
• Attention to DetailAccountability & Initiative