Overview
ADMINISTRATIVE SERVICES OFFICER 2 Jobs in Phoenix, AZ at State of Arizona
Job Summary
The Construction Administrative Assistant plays a crucial role in supporting our project and office teams and maintaining smooth office operations. This position serves as a key point of contact for our clients, vendors, and field staff, ensuring consistent communication and administrative support throughout project lifecycles. The ideal candidate is organized, adaptable, and able to thrive in a dynamic environment where priorities can shift quickly.
Key Responsibilities
Office Administration
Answer and direct incoming calls in a professional manner
Coordinate work flows with appropriate staff members
Organize and maintain physical and electronic filing systems
Manage office supplies inventory and place orders as needed
Process and distribute incoming and outgoing mail as needed
Maintain a clean and organized reception and common office areas
Project Support
Assist project managers with document preparation and organization
Process and track project documentation including submittals, RFIs, and change orders
Prepare and distribute meeting agendas and minutes
Assemble bid packages and assist with proposal preparation
Help maintain project files and documentation in accordance with company standards
Coordinate document submission for permits, inspections, and project closeouts
Contract Administration
Support the processing of subcontractor agreements and purchase orders
Track insurance certificates and other compliance documentation
Help maintain vendor and subcontractor databases
Support contract closeout processes and documentation
General Administrative Support
Maintain company calendars and schedule meetings
Make travel arrangements for staff as needed
Assist with coordination of company events and training sessions
Support accounts payable/receivable processes
Create and edit correspondence, reports, and other business documents
Perform data entry and generate reports from company systems
Qualifications
Experience & Education
10+ years of administrative experience, preferably in construction or a related field
High school diploma required; associate’s degree or additional administrative training preferred
Experience with construction documentation and processes is a plus
Technical Skills
Proficient in Microsoft Office Suite (Word, Excel, Outlook)
Experience with construction management software a plus (e.g., Procore, Service Fusion)
Strong typing skills and data entry accuracy
Basic understanding of accounting and business document processing
Comfortable learning new software platforms and technologies
Personal Attributes
Exceptional organizational abilities and attention to detail
Strong verbal and written communication skills
Ability to manage multiple priorities and meet deadlines
Professional demeanor and customer service orientation
Reliable, punctual, and committed to accuracy
Team player with a positive attitude
Ability to maintain confidentiality of sensitive information
Proactive problem-solving skills
Why Join Our Team
Be part of a growing company with a strong reputation in the industry
Stable work environment in an essential industry
Opportunity to develop construction administration skills
Supportive team environment that values collaboration
Competitive pay and benefits package including health insurance, retirement plan.
Potential for growth and advancement as our company continues to expand
About Us
Biermann is a growing Plumbing & Heating contracting firm with a strong reputation for quality plumbing, heating, and service work across commercial, industrial, and residential projects. Our success is built on reliability, teamwork, and exceptional client service. As we continue to expand, we’re seeking a detail-oriented Administrative Assistant to help maintain our operational efficiency.
Ready to Apply?
Please send your resume and a brief cover letter to [email protected]. Include “Administrative Assistant Position” in the subject line.
We look forward to learning how your organizational skills and administrative expertise could help support our project teams and company growth
Job Type: Full-time
Pay: $45,000.00 – $60,000.00 per year
Benefits:
Dental insurance
Health insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
8 hour shift
Day shift
Monday to Friday
Experience:
Administrative: 10 years (Preferred)
Construction: 2 years (Required)
Ability to Commute:
Ludlow, MA 01056 (Required)
Ability to Relocate:
Ludlow, MA 01056: Relocate before starting work (Required)
Work Location: In person
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Title: ADMINISTRATIVE SERVICES OFFICER 2
Company: State of Arizona
Location: Phoenix, AZ
