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