Administrative Assistant IV

Pacificaservices; Los Angeles (CA); On-site; USD 77,000 - 83,000; Full time

Job summary

Pacificaservices in Los Angeles is seeking an Administrative Assistant IV to provide comprehensive administrative support for project supervisors and inspection staff. The ideal candidate has over 10 years of experience, strong organizational skills, and is proficient in Microsoft programs. Responsibilities include managing calendars, preparing correspondence, and ensuring compliance with contract documents. A full-time role with a salary range of $77,000 - $83,000 per year is offered.

Qualifications

• 10+ years of experience as an administrative assistant.
• Ability to collaborate well with others.
• Clear writing and communication skills.
• Strong organizational skills in a fast-paced environment.
• Experience with LAWA is preferred.

Responsibilities

• Prepare written materials and correspondence.
• Manage calendars for project supervisors and inspection staff.
• Coordinate meetings and take minutes.
• Maintain project logs and documentation.
• Handle calls and greet visitors.

Skills

Organizational skills

Communication skills

Proficiency in Microsoft programs

Team collaboration

Document control

Tools

PM Web

Adobe Pro

Bluebeam

Excel

Word

PowerPoint

SharePoint

Job description

Overview

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.

Responsibilities

• 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.).

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.

Details

• Location: Los Angeles, CA
• Employment Type: Full-Time
• Salary: $77000 - $83000 /per year
• Skill Level: Mid‑Senior Level