Administrative Assistant

Balfour Beatty•La Verne, CA

2d•$20 - $28

About The Position

Join our collaborative and fast-paced team as an Administrative Assistant. In this role, you will provide administrative and operational support to ensure efficient office operations and help drive team success. The ideal candidate is highly organized, detail-oriented, proactive, and self-sufficient, with the ability to manage multiple priorities independently. This individual must be comfortable taking ownership of assigned tasks and small projects, anticipating business needs, supporting Accounts Payable activities, and working with minimal supervision. The successful candidate will demonstrate strong judgment, initiative, professionalism, and the ability to build effective working relationships across all levels of the organization.

Requirements

High school diploma or equivalent; Associate's degree preferred.
Advanced proficiency in Microsoft Office Suite, including Excel, Word, Outlook, PowerPoint, and Teams.
Strong organizational, planning, and time-management skills.
Excellent verbal and written communication skills.
Detail-oriented, proactive, and forward-thinking with strong follow-through.
Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Ability to work independently, take initiative, and exercise sound judgment with minimal supervision.
Strong interpersonal skills and the ability to interact effectively with employees, vendors, clients, and senior leadership.
Ability to maintain confidentiality and handle sensitive information with professionalism.

Nice To Haves

College degree or equivalent combination of education and experience.
Previous administrative, office management, project coordination, or executive support experience in a construction office environment.
Experience supporting Accounts Payable processes, invoice management, expense reconciliation, or vendor coordination.
Experience developing and improving office processes, filing systems, and administrative workflows.

Responsibilities

Conduct daily administrative tasks and provide support to the Operations team.
Provide administrative support to ensure efficient office operations.
Answer phone calls, direct callers to appropriate personnel, sign for incoming packages, and assist clients and visitors. Respond to emails and other digital correspondence.
Handle travel arrangements and coordinate logistics. Submit and reconcile expense reports.
Process invoices, support Accounts Payable activities, and coordinate with vendors to ensure timely and accurate payments.
Input, maintain, and update information in databases, spreadsheets, and tracking systems.
Coordinate meetings, including scheduling, room setup, catering, and logistics.
Use Microsoft Office applications, including Excel, Word, Outlook, PowerPoint, and Teams, to create and maintain business documents and reports.
Manage and coordinate small administrative and operational projects from planning through completion.
Operate and maintain office equipment, including printers, copiers, and other office technology.
Identify opportunities to improve administrative processes and implement solutions that enhance efficiency.
Collaborate with team members and provide support across departments as needed.
Exercise sound judgment and independently resolve routine issues with minimal direction.
Handle sensitive and confidential information with discretion and in compliance with company policies.
Adapt to changing priorities while consistently meeting deadlines.