Administrative Assistant

About the role

We are seeking an organized and dynamic Administrative Assistant to provide daily support to the Southern California Office, specifically to the Commercial and Public Infrastructure Team. This role is vital in ensuring information flow between the office, field, vendors, and general contractors.

Responsibilities

• General Office management, including but not limited to maintenance of office, organizing janitorial services, ensuring adequate office supplies, etc.
• Support the Commercial and Public Infrastructure team with project administrative tasks related to setting up projects, including information flow between office, field, vendors, and general contractors.
• Coordination of job start and job close.
• Contract routing.
• Data entry for weekly field employee hours.
• Assist personnel with data entry for job tasks.
• Maintain and update job files, controlled forms/logs.
• Order drawings for field/office personnel.
• Organize meetings including resources (e.g. rooms, equipment, lunch, invitations, including contact with external parties etc.), prepare meeting materials, and take minutes as needed.
• Handle phones, copying, scanning, and shipping.
• Track PM schedule: set up meetings, travel, and catering.
• Manage documentation such as proposals, bid presentations, pre-qualifications, change orders, submittals, RFIs, and work orders.
• Process new hire materials and conduct on-board orientation and set up for all new employees.
• Manage and reconcile expense reports.
• Aid with any other tasks that are required.

Requirements

Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying. Education: High School Diploma or GED required. Licensure/Certifications: None required. Experience: Two (2) years of administrative experience required. Experience in the construction industry preferred. Applicants must be authorized to work in the United States. This position is not eligible for sponsorship.

Qualifications

Excellent organizational, time management, and project management skills
Strong work ethic, self-motivation, and a proactive approach to task completion.
Strong interpersonal and communication skills – verbal and written
Superior personal computer and Windows skills, substantial experience with Microsoft 365 apps including Word, Excel, Outlook, and Adobe Acrobat/ Bluebeam Revu/ PDF Exchange; familiarity with JD Edwards

Skills

Applies acquired job skills and company policies and procedures to complete assigned tasks.

Benefits

Competitive compensation package that recognizes your experience, credentials, and education alongside a robust benefits program to meet your needs. Our compensation reflects the cost of labor across several US geographic markets.

Pay

Final determination of a successful candidate’s starting pay will vary based on a number of factors, including market location and may vary depending on job-related knowledge, skills, education and experience. The pay scale listed for this position is generally for candidates that meet the specified qualifications and requirements listed on this specific job description.

Schedule

Not specified