Hiring Bilingual Administrative Assistant in Phoenix

Our Phoenix-based commercial construction firm, specializing in multifamily housing and small commercial buildouts across Maricopa County for the past 12 years, is hiring a Bilingual Administrative Assistant to support our growing project management, accounting, and field operations teams. Our recent portfolio includes a 40-unit multifamily complex in downtown Phoenix and a 12,000-square-foot retail buildout in Scottsdale, so this role supports high-visibility, community-focused projects as we expand our client base across Arizona. This is a hands-on, high-impact role for an organized, detail-oriented professional who is fluent in English and Spanish and ready to help us streamline administrative processes for our 8 active in-progress construction projects, with more breaking ground monthly as we grow.

In this role, you will act as the central administrative hub for cross-functional teams, ensuring all project documentation, communication, and operational tasks are completed on time and in compliance with local, state, and federal construction regulations. Your core responsibilities will include:
- Managing daily scheduling and coordination for the 3-person project management team, including booking 15+ on-site client and subcontractor meetings per week, organizing site visit logistics, and maintaining organized digital and physical project records for all active builds to meet Arizona Registrar of Contractors (ROC) documentation requirements.
- Serving as the primary point of contact for our Spanish-speaking subcontractors, clients, and local permitting offices, translating technical construction documents, contract clauses, safety guidelines, and inspection reports as needed, with a goal of reducing miscommunication-related project delays by 15% in your first 6 months on the team.
- Processing and tracking 30+ weekly vendor invoices, subcontractor pay applications, and material purchase orders, reconciling all entries against project budgets in our accounting system, and flagging billing discrepancies to our controller within 24 hours of receipt, with a target of 98% invoice processing accuracy to avoid payment delays for subcontractors.
- Updating our project management platforms (Procore and Buildertrend) in real time with project status updates, client communication logs, milestone deadlines, and inspection results, reducing data lag for field teams and improving cross-departmental alignment by an estimated 20%.
- Coordinating all permitting and inspection processes with the City of Phoenix Building Safety Department and Maricopa County Planning Division, submitting required documentation, scheduling inspections 3 days in advance, and accompanying field teams to 2+ inspections per month as a translator, with a goal of a 90% first-time inspection pass rate to avoid costly project timeline extensions.
- Preparing weekly bilingual project status reports for internal stakeholders, clients, and subcontractors, translating key metrics including budget adherence, timeline progress, and safety incident rates to keep all parties informed of project health.
- Managing office operations including supply inventory, vendor contracts for office services (internet, phone, janitorial), and onboarding paperwork for new field and office hires, with a goal of reducing new hire administrative onboarding time by 1 day per employee.
- Supporting the accounting team with month-end close tasks, including organizing receipts, processing expense reports for field staff, and preparing documentation for annual audits, ensuring all records are completed 3 days before monthly close deadlines.

Our work environment is hybrid, with 3 days per week in our central Phoenix office located near Phoenix Sky Harbor International Airport, and 2 days remote for focused administrative tasks. We offer flexible start times between 7am and 9am to accommodate occasional early site visits, and we only schedule mandatory overtime for pre-planned critical project milestones with at least 2 weeks’ notice. Our 25-person team is tight-knit and collaborative, with monthly team lunches, quarterly team building events, a casual dress code, and a pet-friendly office. We prioritize work-life balance and recognize employee contributions through our quarterly safety and performance recognition program, with monthly bonuses of $100 for employees who go above and beyond to support project success.

To qualify for this role, you must have fluent written and spoken English and Spanish, with proven experience translating technical business or construction terminology. You will need a minimum of 2 years of administrative experience, preferably in construction, real estate, or a related trade industry, along with proficiency in Microsoft Office Suite (including advanced Excel skills such as pivot tables and VLOOKUP) and at least one construction project management platform (Procore, Buildertrend, or equivalent). You must have a valid Arizona driver’s license and reliable transportation for occasional site visits, which make up approximately 10% of the role, and be able to pass a standard background check and pre-employment drug screening. A bonus qualification includes experience with construction accounting software (QuickBooks, Sage 100) or prior experience navigating City of Phoenix permitting processes.

We offer a competitive compensation and benefits package to support your well-being and professional growth. The starting hourly rate for this role is between $22 and $27 per hour, depending on your relevant experience, with eligibility for a performance-based annual bonus of up to 5% of your salary for meeting administrative efficiency and project support targets. Full-time employees receive a comprehensive benefits package including medical, dental, and vision insurance, with 80% of employee premiums covered by the company and 50% of dependent premiums covered. You will also receive 10 paid vacation days per year, 8 paid company holidays, 3 paid personal days, and paid time off for all observed cultural holidays. After 6 months of employment, you will be eligible for our 401(k) retirement plan with a 3% company match. We also provide a company-issued laptop, a $50 monthly cell phone stipend for work-related calls, and reimbursement for approved professional development courses related to construction administration or bilingual skill building.

This role offers clear, structured career growth opportunities for high-performing employees. After 1 year of strong performance, you will be eligible for promotion to Senior Administrative Coordinator with a 10-15% salary increase, with the opportunity to oversee additional administrative support staff as our company grows. You will also have the chance to cross-train in construction accounting, project coordination, or client relations to build specialized skills, and our internal promotion policy means 70% of our leadership roles are filled by existing employees, with long-term paths to operations manager or office manager for top performers. You will receive annual performance reviews with clear, measurable goals and regular feedback to support your career development.

Our hiring process for this role will take approximately 2 weeks from the date we receive your application. First, all qualified applicants will complete a 15-minute initial phone screen with our office manager to confirm your basic qualifications and bilingual proficiency. Next, selected candidates will be invited to a 45-minute in-person interview with our company owner and office manager, which will include a short practical exercise to translate a sample construction document from English to Spanish. Finalists will then have a 30-minute follow-up interview with our project management team lead to assess fit with day-to-day team responsibilities. We will notify all candidates of their application status within 3 business days of each interview step. Our target start date for the selected candidate is within 2 weeks of offer acceptance, to support our busy summer 2024 construction season in Phoenix. To apply, please submit your resume and a brief note describing your bilingual construction or administrative experience to the email address listed in this posting, or message the recruiter who shared this opportunity directly on LinkedIn.