Construction Project Admin & Document Control Lead

Safework; Los Angeles (CA); On-site; USD 52,000 - 78,000; Full time

Job summary

Safework in Los Angeles is seeking an organized Administrative Assistant to support project teams with document control, reporting, and office administration. You will process RFIs and invoices, prepare minutes, and help ensure project files are accurate and up to date.

The role requires 3–5 years in a fast-paced office, proficiency with Microsoft Office, strong interpersonal skills, and a proactive, diplomatic approach to confidential information.

Qualifications

• 3-5 years of administrative experience in a fast-paced office environment.
• Proficient with Microsoft Office
• Keyboarding/computer experience
• Strong organizational skills, knowledge of office administration
• High level of interpersonal skills to handle sensitive and confidential situations and documents.
• Position requires demonstrated poise, tact, and diplomacy.

Responsibilities

• Process RFIs, change orders, and other construction documents.
• Provide admin support by researching, preparing statistical reports, and handling information requests.
• Assist in preparing written materials including correspondence, reports, procedures, and guidelines related to project file maintenance and document control.
• Review, proofread, and edit documents.
• Prepare and document meeting minutes.
• Oversee the review, approval, and payment process of contractor and consultant monthly payment applications, including detailed reviews of the IOR and LOR invoices, by liaising with the appropriate internal and external parties.
• Log invoice data into program management software system. Assist Project Controls staff in preparing documents for District monthly reports and other project controls requirements.
• Communicate with applicable program construction and professional services vendors as needed.
• Identify vendor billing discrepancies or inconsistencies and resolve expeditiously.
• Assist in contracts/task orders/purchase orders financial close out process.
• Coordinate arrangements for meetings and training as required.
• Other project support duties as assigned

Skills

Administrative experience

Microsoft Office

Keyboarding

Organizational skills

Interpersonal skills

Poise and diplomacy

Job description

Safework in Los Angeles is seeking an organized Administrative Assistant to support project teams with document control, reporting, and office administration. You will process RFIs and invoices, prepare minutes, and help ensure project files are accurate and up to date.

The role requires 3–5 years in a fast-paced office, proficiency with Microsoft Office, strong interpersonal skills, and a proactive, diplomatic approach to confidential information.