Project Administrator

Project Administrator

Top Onyx Design Build Contracting
Employer: Top Onyx LLC
Location: Mesa, AZ
Job Type: Full-time
Work Location: In person

About the Opportunity

Top Onyx Design Build Contracting is seeking an organized, proactive Project Administrator to support our project managers, field teams, and company leadership.

This position helps coordinate project documentation, schedules, business development activities, and daily office operations. You will work with employees, clients, subcontractors, and suppliers to keep information organized, follow up on outstanding items, and help assigned tasks reach completion.

We are looking for someone who takes initiative, communicates clearly, and follows through consistently. The right candidate is comfortable making phone calls, asking questions, managing competing deadlines, and keeping others informed without repeated reminders.

Key ResponsibilitiesProject and Field Coordination

• Support project managers and field supervisors by tracking assignments, deadlines, document requirements, and outstanding decisions.
• Maintain task trackers that identify the responsible team member, required action, due date, and completion status.
• Collect and organize field reports, project updates, material requests, and other information needed by project and office staff.
• Follow up with employees, subcontractors, and suppliers by phone and email to confirm information, resolve routine questions, and track assigned commitments.
• Coordinate project meetings, site visits, and schedules. Record decisions and distribute clear action items.
• Identify missing information, schedule conflicts, and overdue items early. Resolve routine coordination issues within established procedures and refer decisions requiring approval to the appropriate manager.
• Provide concise updates to leadership on completed work, upcoming deadlines, and items requiring attention.

Business Development and Client Support

• Support the CEO’s business development activities by coordinating introductions, client meetings, networking opportunities, and follow-up communications.
• Maintain organized records of prospective clients, prime contractors, industry contacts, upcoming opportunities, and next steps.
• Monitor designated bid portals and invitations. Track submission deadlines and share relevant opportunities with leadership and estimating.
• Assist with preparing capability statements, company qualifications, project summaries, prequalification packages, and proposal materials using approved company information.
• Coordinate with estimating and project staff to collect required documents, track missing information, and assemble submission packages for review.
• Record action items from meetings and events, schedule follow-ups, and keep contact information accurate.

Event and Meeting Coordination

• Coordinate company participation in industry events, networking functions, conferences, client meetings, and business association activities.
• Arrange registrations, calendars, travel, meeting materials, event supplies, and related logistics within approved budgets.
• Prepare agendas and briefing materials so leadership has the information needed for scheduled meetings and events.
• Communicate professionally with clients, event organizers, vendors, and industry partners.

Office Operations and Project Administration

• Maintain accurate, organized digital files, shared calendars, contact lists, and company records.
• Request supplier pricing, subcontractor quotes, material availability, and required paperwork at the direction of estimating or project leadership.
• Track approved purchases, material lead times, delivery arrangements, and outstanding vendor responses.
• Communicate procurement updates and potential delivery delays to the appropriate project staff.
• Assist with subcontractor onboarding documents, certificates of insurance, project access requirements, badging coordination, and administrative closeout records.
• Gather invoices, purchase records, delivery documentation, and other supporting information requested by accounting.
• Coordinate office supplies, service providers, employee onboarding logistics, and routine administrative needs.
• Help improve checklists, templates, and administrative procedures so recurring tasks are completed accurately and consistently.

Required Qualifications

• At least three years of relevant experience in administrative support, project administration, executive support, office management, or a comparable role.
• Demonstrated ability to manage multiple priorities, maintain accurate records, and meet deadlines in an active business environment.
• Strong written and verbal communication skills, including professional emails, clear meeting notes, and confident phone communication.
• Ability to work effectively with company leadership, field personnel, clients, subcontractors, and suppliers.
• Proficiency with Microsoft Outlook, Word, and Excel, including calendars, spreadsheets, document formatting, and shared files.
• Strong attention to detail when reviewing names, dates, deadlines, document requirements, and project information.
• Sound judgment and discretion when handling confidential company, employee, and client information.
• Ability to work independently, follow established procedures, and recognize when an issue requires management approval.
• Availability to work in person at our Mesa office and attend occasional local meetings, events, and jobsite visits.

Preferred Qualifications

• Experience with a general contractor, specialty contractor, construction management firm, engineering company, or another business managing multiple projects.
• Experience supporting business development, proposals, client relationships, or industry events.
• Familiarity with commercial or government construction documentation, bid invitations, subcontractor onboarding, and procurement coordination.
• Experience with Monday.com, SharePoint, DocuSign, or similar task and document management platforms.
• Familiarity with SAM.gov or other bid and opportunity portals.
• An associate’s or bachelor’s degree in business administration, construction management, marketing, communications, or a related field. Relevant professional experience is equally valued.

What Success Looks Like

• Leadership receives clear updates on priorities, commitments, deadlines, and decisions requiring attention.
• Office and field requests receive timely follow-up and reach the appropriate team members.
• Project records, client contacts, business development opportunities, and event commitments remain accurate and organized.
• Meetings, submissions, and events are prepared in advance.
• Assigned tasks are tracked through completion, and potential delays are communicated early.

Why Join Top Onyx?

This position offers direct involvement in the daily operations of a construction business serving commercial and government clients. You will work with company leadership and project teams while contributing to stronger coordination, reliable project support, and continued business growth.

We value initiative, accountability, professionalism, and people who take pride in completing their work and supporting their team.

How to Apply

Apply through Indeed with your resume highlighting relevant experience in administrative support, project coordination, office operations, executive support, or business development administration.

Mission Built. Mission Ready.

Job Type: Full-time

Pay: $55,000.00 - $70,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Professional development assistance

Work Location: In person