Hiring Bilingual Administrative Assistant & Construction Controller in Phoenix

Our Phoenix-based construction firm has spent the last 8 years delivering residential and commercial mid-to-large scale projects across Arizona, with a project portfolio that grew 40% over the past two years. To support this sustained growth and maintain our 98% on-time project delivery rate, we are hiring simultaneously for two critical full-time roles: a Bilingual Administrative Assistant and a Controller with dedicated construction industry experience. These positions are ideal for reliable, detail-oriented professionals who thrive in fast-paced environments and want to make a tangible impact on a growing business, without the bureaucratic constraints of large national firms.

### Core Responsibilities
#### Bilingual Administrative Assistant
1. Manage daily English and Spanish correspondence (calls, emails, formal letters) for site crews, clients, subcontractors and municipal authorities, responding to all client inquiries within 2 hours during business hours to ensure clear, consistent communication across all active projects.
2. Coordinate logistics for site crew travel, client meetings and construction inspections, managing a shared calendar for 15+ regular stakeholders and scheduling 8 to 10 weekly site visits or client appointments with zero planning errors.
3. File and organize all project documentation (quotes, signed contracts, building permits, invoices) in our company document management system, maintaining a 100% accurate filing rate to meet invoicing deadlines and regulatory requirements.
4. Track material orders and supplier invoices, verifying that charges align with signed contract terms, and flagging any budget overruns of more than 5% on individual orders to the procurement lead immediately.
5. Organize weekly team check-ins and monthly client progress meetings, drafting meeting minutes within 24 hours of the session and tracking action item completion with a 95% follow-through rate across all departments.
6. Manage building permit applications and regulatory filings with Phoenix, Scottsdale and Mesa municipal offices, ensuring all submissions meet legal deadlines to avoid penalty fees of up to $500 per day of delay.

#### Controller with Construction Experience
1. Oversee the full company accounting cycle, from supplier and client invoice processing to monthly and annual financial close, maintaining 99.9% accuracy in all bookkeeping entries and meeting all federal and state tax filing deadlines with zero penalties.
2. Manage cash flow for 12 simultaneous active construction projects, tracking all incoming client payments and outgoing project expenses to reduce working capital needs by 10% over the next 12 months.
3. Build and track project-specific budgets, comparing actual monthly spending to initial forecasts and alerting leadership to any budget overruns of more than 3% to implement corrective measures before costs spiral.
4. Manage payroll for 35 full-time employees (site crews, administrative staff, project managers), ensuring full compliance with Arizona labor laws and construction industry collective bargaining agreements, with a payroll error rate of less than 0.5%.
5. Prepare monthly and quarterly financial reports for leadership, including per-project profit and loss statements, balance sheets and cost analyses, to inform strategic decisions about new project bids and company expansion.
6. Coordinate annual external audits with our third-party accounting firm, providing all required documentation on deadline and responding to auditor requests in under 24 hours to avoid delayed financial closes.
7. Implement and maintain internal financial controls to prevent fraud and accounting errors, in line with construction industry best practices and requirements from the IRS and Arizona Department of Revenue.
8. Advise leadership on tax optimization and project financing strategies, identifying potential cost savings of 5 to 7% per project over the next 18 months.

### Work Environment & Culture
We operate with a flat hierarchy, where administrative, finance and site teams collaborate daily to resolve project bottlenecks quickly. We prioritize transparency and autonomy: every team member is involved in decisions related to their projects, and we offer regular free training on construction industry tools and regulations to help staff build in-demand skills. For administrative and finance roles, we offer a flexible hybrid schedule with 2 remote work days per week to support work-life balance. Our team of 35 employees is close-knit, with regular team building events and a clear focus on recognizing individual contributions to project success.

### Candidate Requirements
#### For Bilingual Administrative Assistant
- Full professional fluency in written and spoken English and Spanish, to communicate with all stakeholders including Spanish-speaking clients and subcontractors
- Minimum 2 years of administrative experience in construction, logistics or another fast-paced industry
- Advanced proficiency in the Microsoft Office Suite (Excel, Word, Outlook, Teams) and a document management system; experience with Procore or PlanGrid is a strong plus
- Excellent organizational skills and proven ability to manage multiple parallel tasks without errors
- Familiarity with Phoenix-area building permit processes is an asset

#### For Controller with Construction Experience
- Minimum 3 years of experience as a controller or accounting lead in a construction company, with specific knowledge of construction accounting practices (milestone billing, per-project cost tracking, retention management)
- Proficiency in construction-specific accounting software: QuickBooks Enterprise, Sage 100 Contractor or equivalent, plus advanced Excel skills (pivot tables, financial functions)
- Knowledge of Arizona state and IRS tax and labor regulations, particularly as they apply to construction businesses
- Proven ability to analyze project-level financial data and propose actionable measures to improve profitability
- CPA or CMA certification is a plus but not required

### Compensation & Benefits
We offer market-aligned compensation for the Phoenix metro area, plus a full benefits package:
- Bilingual Administrative Assistant salary range: $45,000 to $55,000 per year, based on experience
- Controller salary range: $75,000 to $95,000 per year, plus an annual performance bonus of 5 to 10% of base salary tied to company profitability and financial goal achievement
- 80% employer-paid health insurance for you and your dependents
- 15 days of paid vacation per year, plus 10 paid sick days and 7 paid company holidays
- 4% employer match on your 401(k) retirement plan contributions
- Full reimbursement for job-related training and certifications (e.g., Procore certification, CPA exam fees)

### Career Growth Opportunities
For the Administrative Assistant role, you can progress to Operations Manager, then to Director of Operations, with increasing responsibility for project oversight and cross-team coordination. For the Controller role, you can advance to Chief Financial Officer, leading the company's full financial strategy and participating in board-level decisions about expansion and new market entry. We offer annual salary reviews based on performance, with an average 3 to 5% annual raise for high-performing staff.

### Hiring Process & Next Steps
If you are interested in either role, send your CV and a 2-paragraph summary of your relevant experience to [email protected] with the subject line "Candidacy [Role Name] - [Your Full Name]". We do not require formal cover letters.
The hiring process will be completed within 3 weeks, with a desired start date within 2 weeks of contract signing:
1. 30-minute phone screening with our HR lead within 1 week of receiving your application, to confirm your experience aligns with role requirements
2. 1-hour in-person interview with the company Director and either the Operations Lead (for the Administrative Assistant role) or Finance Lead (for the Controller role), including a short practical case study relevant to the position, within 2 weeks of the phone screening
3. 30-minute final interview with the full leadership team to confirm cultural fit, within 1 week of the case study
Applications are reviewed on a rolling basis, so we encourage you to apply as soon as possible.