Administrative Assistant

Job Summary

Aztec Contractors, Inc. is seeking a highly organized, dependable, and proactive Administrative Assistant to support a wide range of day-to-day office and administrative functions. This is a versatile, generalist role for someone who enjoys clerical and organizational work, takes pride in keeping things in order, and is willing to jump in wherever support is needed.

This position provides administrative support across multiple departments and involves a mix of recurring responsibilities and changing priorities based on business needs. Duties may include data entry, payroll support, certified payroll reviews and submissions, contract document assistance, pay application support, filing, office organization, errands, supply management, and other clerical and operational tasks.

The ideal candidate is detail-oriented, flexible, resourceful, and comfortable handling both routine administrative work and time-sensitive assignments. This role offers room for growth for someone who demonstrates strong performance and the ability to take on increased administrative responsibility over time. This is an administrative career path position and is intended to grow within the company’s office and administrative functions.

Key Responsibilities

• Provide general administrative and clerical support to various departments based on business needs
• Perform accurate data entry and maintain organized electronic and physical records
• Assist with payroll support, including certified payroll reviews, audits, reporting, and submissions
• Support contract administration by helping organize, track, and maintain contract documents and related records
• Assist with pay application reviews and administrative processing
• File, scan, copy, upload, retrieve, and organize documents as needed
• Maintain logs, spreadsheets, databases, and internal tracking systems
• Prepare correspondence, forms, reports, and other business documents
• Answer and direct incoming calls and provide professional customer service support
• Greet visitors and assist with general front office needs
• Coordinate calendars, appointments, meetings, and related logistics
• Assist with incoming and outgoing mail, packages, and deliveries
• Monitor, organize, and restock office supplies and assist with inventory and supply orders
• Help maintain clean, efficient, and organized office systems, files, storage areas, and shared workspaces
• Run business-related errands as needed
• Make calls to vendors, clients, subcontractors, and other contacts as needed
• Handle sensitive and confidential information with professionalism and discretion
• Take on both permanent and temporary administrative assignments as needed
• Perform other clerical, administrative, and operational duties as assigned

Qualifications

• Previous experience in an administrative assistant, office assistant, clerical, or customer service role preferred
• Strong organizational skills and exceptional attention to detail
• Ability to multitask, prioritize, and adapt in a fast-paced office environment
• Strong written and verbal communication skills
• Professional phone etiquette and customer service skills
• Proficiency in Microsoft Office, including Word, Excel, and Outlook
• Comfortable learning new software systems, processes, and internal procedures
• Strong typing, filing, document management, and data entry skills
• Ability to maintain confidentiality and handle sensitive information with discretion
• Self-motivated, dependable, and willing to support a variety of tasks as business needs evolve
• Bilingual in English and Spanish

Ideal Candidate

The ideal candidate is someone who genuinely enjoys administrative and clerical work and takes pride in being organized, efficient, and dependable. This person understands that supporting the business often means handling a wide variety of tasks, some routine and some changing from day to day. They are willing to help where needed, maintain order, follow through, and contribute to the success of the team.

Growth Opportunity

This position offers the opportunity to grow within the company’s administrative functions as the individual demonstrates capability, reliability, and readiness for increased responsibility. As the role expands over time, growth will remain focused within the office and administrative side of the business.

Work Location: In person