Administrative Assistant - Construction Experience! at Robert Half

Inspection – Administrative Assistant IV

Location: Los Angeles, CA (LAWA Project)

Employment Type: Full-Time

Position Summary

The Administrative Assistant IV will provide high-level administrative and operational support to project supervisors and inspection staff. This role requires exceptional organizational skills, attention to detail, and proficiency with Microsoft Office and project management tools. The ideal candidate is proactive, dependable, and thrives in a fast-paced construction or inspection environment.

Essential Duties and Responsibilities

• Prepare professional written materials, reports, and correspondence.
• Manage calendars for project supervisors and inspection staff.
• Coordinate meetings, prepare agendas, and record meeting minutes.
• Copy, scan, and distribute documents as required.
• Maintain project logs, files, and documentation throughout all project phases.
• Handle incoming calls, greet visitors, and provide administrative assistance.
• Support communication between inspection teams, project supervisors, and document control.
• Track and organize financial and budget-related documents.
• Manage office supplies and general administrative tasks.
• Act as liaison between inspectors and project management teams.
• Coordinate inspector meetings with contractors and stakeholders, including bi-weekly safety meetings.
• Ensure inspection-issued documents are properly filed, organized, and compliant with contract and LAWA requirements.

Hardware/Software Knowledge

• Familiarity with Project Management Information Systems (PMIS) used for inspection and document control such as PM Web, Adobe Pro, Bluebeam, etc.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, SharePoint) and ability to create professional logs, reports, and charts.

Qualifications

• Minimum 10 years of experience as an administrative assistant, preferably in a construction, engineering, or inspection environment.
• Strong written and verbal communication skills.
• Highly organized with the ability to manage multiple priorities efficiently.
• Collaborative team player able to interact with various departments and staff levels.