Site Administrative Assistant

Phoenix Power Group, Inc. is an industry leading EPC (Engineering, Procurement and Construction) Contractor, providing turn-key power generation, renewable fuels, and specialized hydrocarbon processing plant construction services. Our principals and team of professionals have fostered successful relationships with plant owners, developers, operators and investors throughout North America for over thirty years.​ Independent power producers, developers and owners have relied on the Phoenix Team to design, estimate and construct their high‐profile projects. Large or small, dedication and professionalism to the job are paramount to the selection of an EPC contractor. It is because of our decades of expertise in a variety of complex industrial projects that our team has earned a reputation for service and integrity unparalleled in the energy industry.

We are seeking a highly organized and proactive Site Administrative Assistant to support the daily operations of our site-based team. This individual will be responsible for handling a variety of administrative tasks to ensure smooth workflow and efficient management of site activities. The Site Administrative Assistant will work closely with project managers, contractors, and other team members to provide essential support and maintain effective communication on-site.

• Manage office supplies and equipment, ensuring the site is fully stocked and operational.
• Assist with scheduling and coordination of meetings, and appointments.
• Prepare and maintain documentation, reports, and correspondence as required.
• Prepare and maintain meeting minutes.
• Learn and utilize Procore systems as needed for duties.
• Organize and file project-related documents, ensuring they are easily accessible to team members.
• Serve as the primary point of contact for site-based inquiries and communication.
• Liaise with clients, vendors, and contractors to ensure the flow of information is timely and accurate.
• Support project managers with tasks such as tracking project timelines and data entry.
• Prepare reports on project progress, status updates, and site activities for internal and external stakeholders.
• Coordinate site visits and meetings, ensuring all logistics are in place.
• Assist in organizing and maintaining safety records and documentation.
• Help in ensuring that all site activities follow legal and regulatory requirements.
• Perform other administrative duties as requested by the site manager or team members.
• Provide general clerical support and assistance to the site management team as needed.
• Experience managing Payroll and Time Keeping processes.
• Perform special projects and complete any other duties as assigned or requested.
• Adheres to internal standards, policies, and procedures.

• 4+ years’ experience in an administrative support role, ideally in a construction or project management environment.
• High school diploma, or equivalent.
• Experience with Payroll and Time Keeping systems.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent communication skills, both written and verbal.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong data entry skills with small projects is a plus.
• Ability to maintain confidentiality and handle sensitive information.
• Strong attention to detail and problem-solving skills.
• Knowledge of construction site operations and safety standards is a plus.
• Ability to work independently and as part of a team in a fast-paced environment.

• 401(k) Retirement Plan
• Paid Time Off (PTO)
• Comprehensive Health Coverage
• Pet Insurance
• Employee Assistance Program (EAP)
• Professional Development
• Tuition Assistance
• Employee Discount Program
• Holiday Pay

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law.

We are an Equal Opportunity Employer, including disability and protected veteran status.

We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company’s Human Resources department.