Administrative Assistant

Balfour Beatty US; La Verne (CA); Hybrid; USD 2,755,000 - 3,857,000; Full time

Job summary

Balfour Beatty US is seeking an Administrative Assistant to join our Operations team in La Verne, CA. You will handle daily administrative tasks, coordinate meetings, manage travel and expenses, and support Accounts Payable and vendors to ensure smooth office operations.

The ideal candidate is highly organized, proactive, and able to work independently in a fast-paced environment while maintaining confidentiality and professionalism across departments.

Qualifications

• High school diploma or equivalent; Associate's degree preferred.
• Advanced proficiency in Microsoft Office Suite, including Excel, Word, Outlook, PowerPoint, and Teams.
• Strong organizational, planning, and time-management skills.
• Excellent verbal and written communication skills.
• Detail-oriented, proactive, and forward-thinking with strong follow-through.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Ability to work independently, take initiative, and exercise sound judgment with minimal supervision.
• Strong interpersonal skills and ability to interact with employees, vendors, clients, and senior leadership.

Responsibilities

• Conduct daily administrative tasks and provide support to the Operations team.
• Answer phone calls, direct callers, sign for packages, and assist clients and visitors; respond to emails.
• Handle travel arrangements and coordinate logistics; submit and reconcile expense reports.
• Process invoices and support Accounts Payable activities; coordinate with vendors for timely payments.
• Input, maintain, and update information in databases and tracking systems.
• Coordinate meetings including scheduling, room setup, catering, and logistics.
• Create and maintain business documents and reports using Microsoft Office.
• Manage small administrative and operational projects from planning through completion.
• Operate and maintain office equipment; identify process improvements to boost efficiency.
• Collaborate across departments and exercise sound judgment to resolve routine issues.

Skills

Organization

Time management

Detail orientation

Proactivity

Communication

Multitasking

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Excel

Word

Outlook

PowerPoint

Teams

Job description

Administrative Assistant

Summary

Join our collaborative and fast-paced team as an Administrative Assistant. In this role, you will provide administrative and operational support to ensure efficient office operations and help drive team success. The ideal candidate is highly organized, detail-oriented, proactive, and self-sufficient, with the ability to manage multiple priorities independently.

This individual must be comfortable taking ownership of assigned tasks and small projects, anticipating business needs, supporting Accounts Payable activities, and working with minimal supervision. The successful candidate will demonstrate strong judgment, initiative, professionalism, and the ability to build effective working relationships across all levels of the organization.

Essential Functions

Conduct daily administrative tasks and provide support to the Operations team.

Typical Duties

• Provide administrative support to ensure efficient office operations.
• Answer phone calls, direct callers to appropriate personnel, sign for incoming packages, and assist clients and visitors. Respond to emails and other digital correspondence.
• Handle travel arrangements and coordinate logistics. Submit and reconcile expense reports.
• Process invoices, support Accounts Payable activities, and coordinate with vendors to ensure timely and accurate payments.
• Input, maintain, and update information in databases, spreadsheets, and tracking systems.
• Coordinate meetings, including scheduling, room setup, catering, and logistics.
• Use Microsoft Office applications, including Excel, Word, Outlook, PowerPoint, and Teams, to create and maintain business documents and reports.
• Manage and coordinate small administrative and operational projects from planning through completion.
• Operate and maintain office equipment, including printers, copiers, and other office technology.
• Identify opportunities to improve administrative processes and implement solutions that enhance efficiency.
• Collaborate with team members and provide support across departments as needed.
• Exercise sound judgment and independently resolve routine issues with minimal direction.
• Handle sensitive and confidential information with discretion and in compliance with company policies.
• Adapt to changing priorities while consistently meeting deadlines.

Minimum Requirements

• High school diploma or equivalent; Associate's degree preferred.
• Advanced proficiency in Microsoft Office Suite, including Excel, Word, Outlook, PowerPoint, and Teams.
• Strong organizational, planning, and time-management skills.
• Excellent verbal and written communication skills.
• Detail-oriented, proactive, and forward-thinking with strong follow-through.
• Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Ability to work independently, take initiative, and exercise sound judgment with minimal supervision.
• Strong interpersonal skills and the ability to interact effectively with employees, vendors, clients, and senior leadership.
• Ability to maintain confidentiality and handle sensitive information with professionalism.

Preferred Experience

• College degree or equivalent combination of education and experience.
• Previous administrative, office management, project coordination, or executive support experience in a construction office environment.
• Experience supporting Accounts Payable processes, invoice management, expense reconciliation, or vendor coordination.
• Experience developing and improving office processes, filing systems, and administrative workflows.

About Us

Balfour Beatty US is an industry-leading provider of general contracting, at-risk construction management, and design-build services for public and private sector clients across the nation. Performing heavy civil and vertical construction, our teams build unique structures and infrastructure that play a key role in how people live, work, learn, and play in our communities.

Our teammates have an instinctive passion for innovation fueled by relentless curiosity, lean practices, and a drive to find a better way. Through Zero Harm®, we challenge the construction industry's assumptions about safety, believing that no level of harm should happen to anyone as a result of our business.

Consistently ranked among the nation's largest building contractors by Engineering News-Record, our US business is a subsidiary of London-based Balfour Beatty plc (LSE: BBY).

The compensation for the Administrative Assistant position is $20.00- $28.00

*This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. We may ultimately pay more or less than the posted range, and the range may be modified in the future. An employee's pay position within the salary range will be based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, shift, travel requirements, any collective bargaining agreements, and business or organizational needs. No amount of pay is considered to be wages or compensation until such amount is earned, vested, and determinable. The amount and availability of any bonus, incentive, or any other form of compensation that are allocable to a particular employee remains in the Company's sole discretion unless and until paid and may be modified at the Company's sole discretion, consistent with the law and any applicable plan documents.

Balfour Beatty is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, genetic information, age, or any other characteristic protected by applicable federal, state, or local law.