Receptionist And Administrative Assistant

About the role

The Project Administrator serves as the first point of contact in a busy construction office, creating a professional and welcoming environment for visitors, callers, and team members. This role manages front desk operations, coordinates daily administrative functions, and ensures smooth communication internally and externally.

Responsibilities

• Greet visitors entering the office, determine the nature and purpose of their visit, and direct or escort them to appropriate destinations.
• Answer a high-volume, multi-line telephone switchboard, screen and forward calls, and maintain a calm and professional demeanor at all times.
• Provide callers with accurate information such as office address, directions, fax numbers, website details, and other related information.
• Receive, sort, and forward incoming mail and faxes, ensuring timely distribution to the appropriate recipients.
• Cook and serve coffee in the kitchen area, load and unload the dishwasher, and keep the kitchen area tidy.
• Coordinate the pick-up and delivery of express mail services, including FedEx, UPS, and local courier services, and distribute incoming documents and packages.
• Schedule and coordinate conference room usage to support meetings and project activities.
• Maintain the receptionist area, including the front lobby and conference rooms, to ensure a clean, organized, and professional appearance.
• Order, receive, stock, and distribute office supplies to ensure adequate inventory and smooth office operations.
• Manage and maintain company phone, extension, and job lists to support accurate internal communication.
• Aid with project administration and coordination tasks as needed, including scheduling meetings and supporting construction administration activities.
• Handle data entry and other administrative duties to support project teams and office operations.
• Perform other duties as assigned to support the smooth functioning of the office and project teams.

Essential Skills

• High school diploma or equivalent.
• Minimum of 1+ years of experience as a receptionist, with previous administrative experience required.
• Proficiency with Microsoft Office, including Word, Excel, and Outlook.
• Ability to handle a multi-line, high call volume switchboard effectively.
• Strong verbal and written communication skills, with excellent phone etiquette and a pleasant phone voice.
• Ability to interact professionally with individuals at all levels of the organization and with external customers.
• Demonstrated reliability, dependability, and punctuality.
• Strong organizational skills and attention to detail.
• Able to multitask and prioritize in a fast-paced environment.
• Customer service mindset with a commitment to complete customer satisfaction.
• Self-starter who takes initiative and works proactively.
• Professional appearance and demeanor that inspires confidence and trust.
• Able to coordinate projects and schedule meetings effectively.
• Solid administrative support skills, including filing, photocopying, and document preparation.

Additional Skills & Qualifications

• Associate’s degree preferred.
• Experience in construction administration or project administration is a plus.
• Experience with project coordination and project scheduling is beneficial.
• Strong data entry skills with a focus on accuracy.
• Experience providing administrative support in a fast-paced office environment.
• Able to maintain and update company phone, extension, and job lists.
• Outgoing, positive, and helpful attitude with strong customer service orientation.
• Able to remain composed and professional when managing high call volumes and multiple visitors.
• Strong time management skills and ability to consistently be on time.
• Interest in growing within a company that offers opportunities to advance and take on increased responsibilities.

Work Environment

This role is based in a Scottsdale office environment that supports construction and project teams. The work is performed on-site at the front desk and in shared office spaces, including conference rooms and common areas. The position involves frequent interaction with visitors, employees, and external partners, as well as regular use of office equipment such as multi-line phone systems, computers, printers, copiers, fax machines, and kitchen appliances. Microsoft Office applications, including Word, Excel, and Outlook, are used daily for communication, scheduling, and document management. The office culture is fast-paced, team-oriented, and focused on accountability, innovation, and collaboration, with an emphasis on professional conduct and a welcoming atmosphere. Employees typically follow a standard business schedule, and a professional appearance is expected in this front-facing role. The environment offers opportunities to grow and move up within a great, growing company.

Job Type & Location

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

Pay And Benefits

The pay range for this position is $20.00 - $28.00/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)

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.