Project Administrative Assistant

Automatic Data Processing, Inc.; Lake Charles (LA); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Relocation assistance

Medical insurance

Dental insurance

Vision insurance

Life insurance

Short/long-term disability

Paid holidays

Vacation

Sick time

Job summary

Louisiana Bridge Builders is seeking a Project Administrative Assistant to support Safety, Environmental, and Quality teams at the Westlake, LA project site office. The role emphasizes documentation control, regulatory submissions, and coordination of project records.

Responsibilities include scheduling, preparing correspondence, and maintaining records while ensuring compliance with company standards. This position requires flexibility to support audits and various project needs on-site.

Qualifications

• High school diploma or equivalent is required.
• 3+ years of administrative, document control, technical writing or related experience preferred.
• Experience supporting safety, environmental, quality, construction, engineering, or industrial operations is preferred.

Responsibilities

• Provide administrative support to Safety, Environmental, and Quality personnel, including scheduling meetings, preparing correspondence, maintaining calendars, and organizing departmental records.
• Maintain electronic and hard-copy document control systems in accordance with company procedures, client requirements, and regulatory standards.
• Assist with the preparation, formatting, editing, and issuance of technical reports, procedures, plans, audits, inspections, presentations, and regulatory submissions.
• Review documents for formatting consistency, completeness, grammar, and adherence to company standards.
• Compile and maintain project records including training documentation, certifications, inspection reports, incident reports, corrective actions, permits, quality records, environmental compliance documentation, and audit files.
• Assist with maintaining contractor and employee compliance documentation.
• Coordinate document distribution and ensure personnel have access to current revisions of procedures, forms, specifications, and project requirements.
• Support internal and external audits by gathering documentation and maintaining audit records.
• Perform general office and clerical duties as needed.
• Performing all other duties and responsibilities as assigned.

Skills

Communication

Organization

Document management

Technical writing

Regulatory compliance

Team player

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Project Administrative Assistant

Health & Safety Full Time Clerical Lake Charles, LA, US

Louisiana Bridge Builders (“LBB”) is design ing and building the new I-10 Calcasieu River Bridge in Lake Charles, Louisiana (USA) for the Louisiana Department of Transportation and Development (LADOTD). LBB will also be responsible for the reconstruction of interstate highway, various structures, ramps, and ap proaches for a 5.5 mile stretch between I-210 West End and Ryan Street.

Louisiana Bridge Builders offers a competitive salary, relocation assistance where relocation is required and approved, medical, dental, vision, life, short- and long-term disability, paid holidays, vacation, and sick time, and more.

Louisiana Bridge Builders is an equal opportunity employer.

Position Purpose/Summary

The Project Administrative Assistant is committed to supporting Louisiana Bridge Builders by providing administrative, technical writing, documentation, and document control support for the Safety, Environmental, and Quality departments.

This position is responsible for maintaining critical project records, coordinating departmental communications, preparing technical and regulatory documentation, and ensuring all safety, environmental, and quality records are accurate, current, compliant, and readily accessible. The role contributes to regulatory compliance, project success, and the efficient operation of project and office functions.

Location

This position is based in Westlake, LA and located in our Project Site Offices.

Primary Duties & Responsibilities

• Provide administrative support to Safety, Environmental, and Quality personnel, including scheduling meetings, preparing correspondence, maintaining calendars, and organizing departmental records.
• Maintain electronic and hard-copy document control systems in accordance with company procedures, client requirements, and regulatory standards.
• Assist with the preparation, formatting, editing, and issuance of technical reports, procedures, plans, audits, inspections, presentations, and regulatory submissions.
• Review documents for formatting consistency, completeness, grammar, and adherence to company standards.
• Compile and maintain project records including training documentation, certifications, inspection reports, incident reports, corrective actions, permits, quality records, environmental compliance documentation, and audit files.
• Assist with maintaining contractor and employee compliance documentation.
• Coordinate document distribution and ensure personnel have access to current revisions of procedures, forms, specifications, and project requirements.
• Support internal and external audits by gathering documentation and maintaining audit records.
• Perform general office and clerical duties as needed.
• Performing all other duties and responsibilities as assigned.

Knowledge, Abilities, & Skills for Success

• Effectively communicate in a positive and professional manner through written and verbal communications in all interfaces with customers/public, fellow employees, vendors, etc.
• Strong organizational skills and attention to detail with the ability to manage multiple priorities and deadlines.
• Experience utilizing document management platforms and electronic filing systems.
• Ability to prepare, edit, proofread, and format technical, regulatory, and compliance-related documentation.
• Strong analytical and problem-solving skills with the ability to identify discrepancies in documentation and records.
• Ability to learn and adapt to changing software systems, project requirements, and compliance standards.
• Ability to use appropriate computer programs (including, but not limited to, Microsoft Office Suite) which includes having proficient computer skills and the ability to adapt and learn as programs and processes change.
• Ability to work as a team member and exert initiative to work independently to reach a goal.
• Ability to embrace change in the workplace while encouraging others to seek innovative approaches.
• Ability to function effectively as a team player and collaborator.
• Ability to work a flexible work schedule, additional and/or different hours, including but not limited to nights, weekends, and/or holidays, as needed, to best serve the business operations.
• Ability to interact professionally with both office and field personnel in a dynamic project environment.

Qualifications

At a minimum, the Project Administrative Assistant must have a high school diploma or equivalent and 3+ years of administrative, document control, technical writing or related experience. Experience supporting safety, environmental, quality, construction, engineering, or industrial operations is preferred. Must be comfortable working in a project site office environment supporting active construction operations.

Physical Demands

Select one the following for the each of the items listed below:

• N (Not Applicable) – Activity is not applicable to this occupation.
• O (Occasionally) – Occupation requires this activity up to 33% of the time or 0 – 2.5+ hours/day.
• F (Frequently) – Occupation requires this activity from 33%–66% of the time or 2.5–5.5+ hours/day.
• C (Constantly) – Occupation requires this activity more than 66% of the time or 5.5+ hours/day.

Disclosure

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Supervisors may assign additional functions and requirements, as deemed appropriate. This job description does not constitute an employment contract, implied, or otherwise. Employment is “at-will,” and either the employee or the Company can end the employment relationship at any time, for any reason, or for no reason at all. The Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.

Louisiana Bridge Builders is an equal opportunity employer.