Position Description Summary
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.
Hardware/Software Knowledge
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.).
Professional Experience Level/Other Qualifications
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
Education/Training
Post-Secondary Education
