Administrative Assistant

Blue Stone Management • Los Angeles, CA

24d • Hybrid

About The Position

At Blue Stone Management, we're not just construction management consultants, we're trusted partners helping our clients successfully deliver the projects that shape communities. From transportation and infrastructure programs to public facilities and capital improvement projects, we bring together talented professionals who thrive on organization, collaboration, and making complex projects run smoothly. If you're the type of person who loves keeping things organized, enjoys supporting project teams, and takes pride in making sure the details never fall through the cracks, this could be the perfect opportunity for you.

Requirements

• High school diploma or equivalent required.
• 5+ years of administrative, office management, project support, or related experience.
• Strong organizational skills and exceptional attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Self-starter mentality with the ability to work independently and follow tasks through to completion.
• Strong customer service mindset and a professional approach when interacting with stakeholders.
• Dependable, accountable, and adaptable to changing priorities.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Strong experience with spreadsheets, data entry, reporting, and document management.
• Experience working within shared electronic filing environments.
• Ability to create, update, and maintain reports and project documentation efficiently and accurately.

Nice To Haves

• Familiarity with Prolog is highly preferred.
• Experience supporting construction, engineering, capital improvement, or public-sector programs.
• Familiarity with project controls, contract administration, or project accounting processes.
• Experience training users on software applications or internal systems.
• Knowledge of consultant timekeeping and budget tracking processes.

Responsibilities

• Support project teams with consultant timekeeping administration, budget tracking, expenditure reporting, charge code management, and contract budget authorizations.
• Maintain electronic project files, organize documentation, and ensure project records are accurate, accessible, and up to date across shared environments.
• Prepare and route budget requests, memorandums, reports, correspondence, and project documentation while maintaining a high level of accuracy and professionalism.
• Gather, verify, and compile project data into reports that help project teams and leadership track budgets, expenditures, and program performance.
• Train and support new users on timekeeping applications and administrative processes, serving as a go-to resource for questions and troubleshooting.
• Coordinate correspondence, answer and direct calls, distribute reports, manage incoming mail, and support communication between project teams, consultants, and stakeholders.
• Perform duties such as data entry, document control, report generation, and project support to keep projects organized and operating efficiently.
• Be a collaborative team member who values initiative, accountability, and a willingness to jump in wherever needed to support project success.

Benefits

• Support meaningful projects that make a lasting impact on communities.
• Work alongside experienced project management and construction professionals.
• Opportunity to grow skills across project administration, project controls, and program management support.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED