Administrative Assistant

Administrative Assistant

KDG Construction Consulting is seeking a highly organized and detail-oriented Administrative Assistant to provide comprehensive administrative and operational support to the Development Group's Cost Accounting Team. This role is responsible for assisting with consultant timekeeping services, tracking budgetary data, and managing digital project files. The ideal candidate will act as a key support liaison, ensuring data accuracy and seamless administrative workflow within a dynamic, high-volume project environment. This position requires a self-starter capable of managing multiple priorities while maintaining a high level of dependability and collaboration.

Position Summary

The Administrative Assistant is responsible for performing a variety of routine and non-routine administrative, clerical, and data collection tasks to support the financial and operational goals of the team. This role requires a professional with a solid understanding of office administration, data entry, and report generation. The Administrative Assistant will ensure that all correspondence, timekeeping records, and budgetary files are meticulously maintained and routed according to established procedures, coordinating closely with project stakeholders to support efficient team operations.

Key Responsibilities

Project & Financial Management Support:

• Assist with consultant timekeeping services, including training new users on timekeeping applications and tracking submissions.
• Prepare, format, and route budgetary memos, contract budget authorizations, and official project requests for approval.
• Update and maintain critical project logs, including charge code lists, monthly expenditure data, and electronic files located in shared environments.
• Gather statistics and general data from multiple sources, verifying accuracy by matching supplier invoices against file copies.
• Prepare, scan, distribute, and maintain general correspondence and project files to ensure audit readiness.

Report Generation & Data Coordination:

• Review, combine, and synthesize collected data into established reports for internal use and executive review.
• Develop new reports or revise existing templates as directed, utilizing advanced spreadsheet, graphical, or narrative-style word processing formats.
• Review Contractor and Consultant administrative submittals for accuracy and compliance with established project guidelines.
• Distribute routine and specialized reports to designated management and project leadership teams.
• Contribute to the advancement of company and department goals through productive collaboration with all project stakeholders.

Office Administration & Team Leadership:

• Maintain an organized workspace by keeping documents, digital records, and office supplies properly stored and accessible.
• Manage daily administrative inquiries: answer telephones, take and relay accurate messages, screen callers, and direct communications appropriately.
• Receive, sort, log, and distribute incoming mail and project deliverables.
• Identify possible administrative bottlenecks and take preventative action to ensure the team meets critical deadlines.
• Maintain excellent working relationships with project managers, accounting professionals, and consultants geared toward open communication.

Qualifications Required:

5+ years of relevant administrative or clerical experience, preferably within a construction, engineering, or project management environment. Proven track record of success in high-volume office administration and data management. High level of proficiency in the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and MS Windows environments. Demonstrated proficiency in data entry, keyboarding skills, and utilizing spreadsheet or database software. Ability to work effectively within a dynamic, high-volume team environment. High school diploma or equivalent.

Preferred:

Experience utilizing Prolog or similar project management/construction accounting software. Prior experience managing consultant timekeeping platforms and processing billing/invoices. Working knowledge of construction-specific corporate policies, procedures, and terminology. Specific experience supporting cost control, project controls, or accounting departments.

Core Competencies:

High level of organizational, time management, and multi-tasking skills. Excellent written, oral, and interpersonal communication capabilities. Self-starter with the ability to bring assignments to completion independently. Flexible attitude and adaptability to changing project conditions and shifting priorities. Accountable, dependable, and highly committed to following through on assigned tasks. Ability to work a hybrid schedule as required by current company policies (e.g., designated remote and on-site days).

Anticipated Salary Range:

$53,000.00 $61,000.00 per year

About KDG:

KDG Construction Consulting is a leading provider of program, project, and construction management services. The firm serves clients in a broad range of markets throughout Southern California, including aviation, transportation, and infrastructure. KDG provides a full spectrum of management and technical services spanning the entire life cycle of a construction project.

Employment with KDG:

KDG is an Equal Opportunity Employer, and qualified applicants will receive consideration for employment without regard to race, ethnicity, sexual orientation, gender identity, national origin, veteran status, or disability status.

KDG Construction Consulting