Project Description: Conduct daily administrative tasks and provide administrative support to a construction project-based team, while assisting with office management functions for the Los Angeles office.
Reports to: Construction Executive, SPO Manager
Essential Duties & Key Responsibilities:
- Provide professional customer service and positive interactions while providing administrative services to construction site project-based team.
- Process day-to-day administrative items; mail, overnight mailings, photocopying, filing, sending faxes, phone list updates, process invoices, and order business cards.
- Daily management of project calendar, meeting schedule, and project contacts.
- Process expense reports for Project Executive and/or Manager.
- Set up process and administer project-specific tools and materials, such as project calendar program, conference rooms, and parking/access cards. Create and maintain project organizational and seating charts.
- Coordinate travel reservations, business accommodations, itineraries, and agendas.
- Organize project-related meetings (e.g., agenda, schedule, and logistics), assist with meetings, and record, transcribe, and distribute meeting minutes.
- Assist with general office inquiries from staff, clients, customers, and others; provide proactive escalation as appropriate.
- Embrace company culture, values, and Diversity, Equity, & Inclusion (DE&I) activities.
- In collaboration with Project Manager, establish and maintain protocols for project site visitors.
- Promote right environment through professional interactions with owners, project team management, Joint Venture Partners, and vendors.
- Provide support ad hoc requests related to various onsite technical issues affecting work productivity (e.g., Internet access, copier issues) or coordinate with Information Systems (IS) team as needed.
- Conduct project specific orientation and transitions for project staff.
- Maintain organized project filing system and coordinate document retrieval schedules.
- Order supplies to support project office needs.
- Contribute new ideas for continuous improvement and effectiveness of Administrative Services (AS) team within project and share recommendations with overall job family.
- Assist with special projects and coordinate events.
Position Summary: The Self-Perform Operations (SPO) Administrative Assistant supports trade employee operations across onboarding, payroll, union compliance, and employee support.
- This role serves as a key liaison between trade employees and internal teams, ensuring accurate, timely, and high-quality service.
- Employee Support: Respond to trade employee inquiries related to payroll, pay, and general employment matters; coordinate with internal teams to resolve issues
- Onboarding: Manage new hire and rehire onboarding, including documentation, system setup, orientation coordination, and communication of first-day details
- Payroll: Review time, wage rates, and classifications; support payroll processing; resolve discrepancies; maintain accurate records and ensure compliance
- Union Administration: Interpret union agreements, support annual wage increases, and ensure compliance with contract terms
- Trade Recap: Track employee training, classifications, and records; support daily recap processes and reporting
- Employee Engagement: Provide outreach and support to employees during life events and connect them with available resources