Project Assistant

Job Title: Project AssistantJob Description

The Project Assistant provides comprehensive administrative support throughout the construction project lifecycle for a large data center project in Mesa, AZ. This role supports project engineers, project managers, and superintendents from concept through close-out by managing project documentation, coordinating contracts and certified payroll, and ensuring timely, accurate project administration. The position is ideal for an organized, detail-oriented professional who enjoys working in a fast-paced construction environment and is looking for opportunities to grow and advance.

Responsibilities

• Set up new projects and create complete job books for the project team, ensuring all required documentation is organized and accessible.
• Request new vendor setups, communicate the need for W-9 forms to vendors, and follow up to ensure timely completion.
• Follow up with subcontractors to confirm all contracts are fully executed and all required documents are on file to support the project close-out process.
• Transcribe and prepare construction documents such as meeting minutes, project correspondence, contracts, change orders, purchase orders, and other project records.
• Prepare and issue subcontracts, purchase orders, and change orders in coordination with the project team.
• Order prints, construction plans, and drawings, and ensure the project team has current and accurate documents.
• Create, modify, and maintain owner contracts using AIA software, ensuring consistency and compliance with project requirements.
• Post and update bid documents in SmartBidNet and other designated platforms to support the bidding process.
• Prepare monthly owner billings accurately and on schedule in coordination with project stakeholders.
• Assemble, prepare, and submit certified payrolls, and review prevailing wage determinations as needed to support compliance requirements.
• Notarize project documents as needed to support project administration and contractual obligations.
• Assist with special projects and ad hoc tasks as requested by the project team and leadership.
• Act as a backup receptionist by answering phones and performing front office reception and administrative duties when needed.
• Perform data entry, meeting scheduling, and general project coordination tasks to keep projects running smoothly.
• Provide consistent administrative support for construction operations from project concept through completion.
• Other duties and responsibilities as assigned to support project and office operations.

Essential Skills

• High school diploma or equivalent.
• At least 2 years of experience in an administrative support role in a professional office environment.
• Minimum 1 year of experience working with certified payroll in the construction industry.
• Proficiency with Microsoft SharePoint.
• Proficiency with Microsoft Office Suite, including Word, advanced Excel, PowerPoint, and Outlook.
• Experience with project coordination, project administration, and project scheduling support.
• Strong data entry skills with high accuracy and attention to detail.
• Strong written and verbal communication skills, including clear and professional phone communication.
• Strong customer service focus and commitment to supporting internal and external stakeholders.
• Ability to take direction while also working independently and managing priorities.
• Ability to take initiative, identify issues, and contribute to solutions.
• Ability to interact professionally with all levels of the organization.
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
• Punctuality and reliability, with a consistent record of being on time.

Additional Skills & Qualifications

• Associate degree preferred.
• Industry experience in construction administration or a related field preferred.
• Working knowledge of Bluebeam preferred.
• Working knowledge of Vista (Viewpoint Construction Software) preferred.
• Experience using AIA Contract Documents or AIA software preferred.
• Notary commission or willingness to become a notary.
• Experience with SmartBidNet or similar bid management platforms is a plus.
• Demonstrated ability to schedule meetings and coordinate calendars.
• Demonstrated ability to support project teams in a fast-paced environment.
• Interest in professional growth and advancement within a growing company.

Work Environment

This role is based in a Mesa, AZ office that supports a large data center construction project. The work environment is a professional office setting within a construction-focused organization, where the Project Assistant collaborates closely with project engineers, project managers, superintendents, and other office staff. The position involves extensive use of Microsoft Office (including advanced Excel), SharePoint, and construction-related software such as Bluebeam, Vista (Viewpoint Construction Software), AIA Contract Documents, and SmartBidNet. The culture emphasizes growth, offering opportunities to develop skills and advance within a growing company. The environment values organization, punctuality, clear communication, and strong customer service. Standard office hours typically apply, with occasional flexibility as needed to meet project deadlines and support construction operations.

Job Type & Location

This is a Contract to Hire position based out of Mesa, AZ.

Pay and Benefits

The pay range for this position is $30.00 - $36.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Mesa,AZ.

Application Deadline

This position is anticipated to close on Aug 11, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.