Job Description

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We are seeking an experienced Administrative Assistant for one of our Civil District projects in Huntington Beach, CA. 

As a Project Administrative Assistant for our Civil District], you will contribute to our team by:

Acting as first point of contact to greet visitors/clients/subcontractors and direct accordingly
Managing multiple local project offices that include duties such as route and screen incoming calls, maintain office supplies, and manage incoming and outgoing mail to include UPS, Fed-ex, etc.
Tracking and entering hourly employee time and generate weekly timesheets..
Assisting with accounts payable and the accounting team as applicable.
Assisting project teams with subcontracts, contracts and insurance issues and correspondence.
Assisting with compliance for Certified Payroll.
Tracking contract and invoice progress and follow up with contractors and companies as needed.
Working with Superintendents on hourly/craft job application process utilizing internal database.
Assisting with new hire orientations, onboarding and support the Health and Safety Supervisor as applicable.
Ensuring compliance with jurisdictional regulations and requirements (pre-qualification, lien legislation, EEO, labor relations). Maintain mandated postings and track training as applicable.
Coordinating details for meetings (catering, teleconference, agendas) and organize celebrations, events and gatherings.
Developing and maintaining a well-organized e-filing system that permits easy reference and rapid retrieval of information.
Maintaining databases, meeting room calendars, contact lists, document files and tracking spreadsheets.
Assembling reports and manuals as needed
Liaison between field employees and office staff.
Ensuring confidentiality of sensitive information.
Other duties as required.

What you will bring to the role:

1+ years' experience in an administrative role. A/E/C industry experience is preferred.
Proficiency in Microsoft Office Suite.
Attention to detail is expected.
Administrative experience in a construction office environment is desired.
Strong interpersonal skills and team player.
Ability to be organized, prioritize, multi-task and take initiative.
Work safely at all times and promote safety to others around you.
Must comply with drug and alcohol abuse policy.
Bilingual in Spanish preferred but not required.