San Jose - Administrative Assistant IV

Responsibilities:

• Prepares correspondence, maintains calendars, sets up and coordinates meetings, takes meeting minutes, copies and scans documents, logs information, tracks documents, handles phone calls, greets and assists visitors.
• Supports projects in regards to document control, project controls, financial processes, creating reports and power point presentations.
• Manages everyday office duties and support inspection staff. (Manage office supplies).
• Performs filing and reviewing of RFI’s, submittals.
• Takes meeting minute notes in meetings upon request.
• Acts as Liaison between Inspector and Project management/Document control.
• Coordinates Inspector meeting & with contractor & stakeholder including organizing weekly safety meetings.
• Ensures that inspector issued documents and maintained and in compliance with the contract documents and LAWA requirements
• Qualifications:
• Associates degree
• Ten (10) years or more experience as an Administrative Assistant
• Ablility to work well with others and report directly to SCI & PCI inspectors

• Strong organizational and planning skills in a fast-paced environment
• Knowledge of VEO (Inspection/Document control program)
• Knowledge of Prolog (Inspection/Document control program)
• Ability to communicate and interact with other LAWA, city dept.’s., contractors and airlines
• Strong proficiency in Microsoft Office and management software capable of creating logs, charts, etc.

• Ability to maintain and organize filing system from pre-construction to project close out with some knowledge of plan reading
• The candidate should pass the federal background check and LAWA badge will be required

Preferred:

• Preferably with previous LAWA experience
• Bachelors degree preferred

Work Environment: Hybrid