SPO Administrative Assistant (Los Angeles)

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