Temporary Administrative Assistant

Administrative Assistant 

Location: Central Massachusetts (In-Office)
Schedule: Full-Time, Temporary (40 hours/week)
Duration: Approximately 3–4 months, with potential for extension
Industry: Geotechnical Construction

Why Join Us

This is a unique opportunity to join a respected and growing geotechnical construction organization known for its strong leadership, collaborative culture, and commitment to operational excellence. Over the past several years, the company has built a highly experienced and cohesive team by attracting top talent across the industry.

You will work directly alongside senior leadership in a fast-paced, team-oriented environment where your contributions will have meaningful impact. The team is highly supportive and values mentorship, collaboration, and professional growth. This role offers hands-on exposure to construction accounting and administrative operations, including the opportunity to learn certified payroll processes.

The organization provides a structured training period prior to the leave coverage to ensure a smooth transition and sets employees up for success. While this position is intended to cover a leave of absence, there may be future opportunities for strong performers.

Position Overview

Our client is seeking a highly organized, detail-oriented Administrative Assistant to provide executive, accounting, and operational support to the President and leadership team. This role is essential to maintaining efficient office operations, supporting payroll and accounting workflows, and ensuring accurate documentation and compliance across projects.

The ideal candidate is proactive, dependable, and comfortable managing multiple priorities in a deadline-driven construction environment. This individual must be able to work independently while collaborating effectively with field and office personnel.

How you will contribute 

• Provide daily administrative support to the President and leadership team

• Maintain organized employee records, project files, and corporate documentation

• Manage office operations including mail, supplies, phones, and general administrative functions

• Assist with onboarding documentation for new hires and coordinate internal recordkeeping

• Support project documentation, credit applications, and general administrative workflows

• Serve as a point of contact for internal team members, including field personnel and project staff

Payroll & Accounting Support

• Support weekly payroll preparation by entering and organizing employee time data

• Coordinate payroll information with third-party payroll providers and assist with internal verification

• Assist with weekly accounts payable check runs and expense tracking

• Code invoices, support accounts receivable tracking, and maintain accurate financial records

• Reconcile monthly credit card statements and prepare related documentation

Project & Operational Support

• Issue and track purchase orders and maintain related documentation

• Manage Certificates of Insurance (COIs) and subcontractor compliance records

• Support insurance and operational documentation requirements

• Coordinate administrative aspects of company accounts, equipment records, and internal systems

Compliance & Insurance Administration

• Assist with insurance documentation, claims coordination, and administrative reporting as needed

• Support vehicle registrations, toll accounts, and company asset documentation

• Maintain confidential personnel, payroll, and compliance records with discretion

What we need from you

• 3+ years of administrative, payroll, accounting, or executive support experience

• Strong organizational skills with ability to manage multiple priorities and deadlines

• High level of accuracy and attention to detail, particularly with financial documentation

• Proficiency in Microsoft Office (Excel, Word, Outlook)

• Ability to maintain strict confidentiality and handle sensitive information

• Professional communication skills and ability to work collaboratively in an office environment

Preferred

• Experience in construction, engineering, or related industries

• Familiarity with payroll support, accounting workflows, or Sage software

• Experience supporting executive leadership in a fast-paced environment

Work Environment & Schedule

• Full-time, in-office position (Monday–Friday) 8:00 AM – 4:30 PM

• Collaborative, team-oriented construction office environment

• Fast-paced setting requiring adaptability and strong interpersonal skills

• Training period provided prior to leave coverage to ensure smooth transition

Equal Employment Opportunity

Our client is an Equal Opportunity Employer and is committed to creating an inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law. The company is committed to fair and equitable hiring practices and to fostering a respectful and professional work environment for all employees.