Administrative Assistant IV

The Administrative Assistant IV will provide comprehensive administrative support to the project supervisors and inspection staff. This role requires a high level of organization, communication, and proficiency in Microsoft programs to ensure efficient and effective operations.

Essential Job Duties:

• Prepare written materials and correspondence
• Manage calendars for project supervisors and inspection staff
• Coordinate meetings, prepare agendas, and take meeting minutes
• Copy and scan documents as needed
• Maintain project logs and documentation
• Handle phone calls, greet visitors, and assist them
• Support communication with project supervisors and inspection staff for document control
• Track financial documents for budgeting
• Manage office duties and support inspection staff, including office supplies
• Serve as a liaison between inspectors and project management/document control
• Coordinate inspector meetings with contractors and stakeholders, including bi-weekly safety meetings
• Organize filing systems from pre-construction to project close-out
• Ensure that inspection issued documents are maintained and in compliance with contract documents and LAWA requirements
  
  
  

Requirements

• 10 years or more experience as an administrative assistant
• Collaborate well with others and report directly to SCI & PCI inspectors
• Write and communicate clearly
• Provide accurate and timely reporting and suggest improvements
• Strong organizational skills in a fast-paced environment
• Experience with LAWA is preferred for interacting with LAWA, City departments, contractors, and airlines
• Knowledge of Project Management Information Software used for inspection/document control (i.e. PM Web, Adobe Pro, Bluebeam, etc.)
• Proficient in Microsoft Office and management software to create logs and charts (Excel, Word, PowerPoint, SharePoint, etc.)
  
  
  

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k)
• Paid Vacation
• Professional Training & Development