Senior Administrative Assistant (Level IV)

Administrative Assistant IV

Pacific Pros is seeking an Administrative Assistant IV for Construction Projects to be a representative for Los Angeles World Airport (LAWA). 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.

Work Location: Candidates must be local for this position.

Region: Los Angeles, CA

Status: Full-time on-site. Opening: Spring 2025, Immediate

Overall Duties:

Prepares correspondence, maintains calendars, sets up and coordinates meetings, takes meeting minutes, copies and scans documents, logs information, tracks documents, handles phone calls, greets and assists visitors. Additional duties include support of projects in regards to document control, project controls, financial processes, creating reports and power point presentations.

Essential Job Duties for this position include, but are not limited to, the following:

• 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.).

Required Qualifications:

• US Employment Authorization without needing sponsorship
• See Education/Training requirements
• Excellent written and oral communication skills
• A valid Driver's License and compliance with PACIFIC's Vehicle Policy
• 3+ References from Clients
• Minimum Years & Experience: 10 years or more experience as an administrative assistant

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

Minimum Education Level:

• Post-Secondary Education

Registration/Certification:

• Planning and Scheduling Professional (PSP) certification is preferred.

Element-Specific Requirements/Notes:

• May assume other duties as required/needed
• Maybe required to work various shifts as needed
• The candidate should pass the federal background check and LAWA Badge will be required
• Candidates must be local for this position.

Compensation: $35.00 - $40.00 per hour Pacific Pros is a privately-owned company specializing in construction management, engineering, inspection, support services and project management in public works, focusing on heavy civil construction, transportation, sea port and airport projects.