Project Admin Assistant

Los Angeles, California
12 Oct 2016
23 Nov 2016
BI 00010V
Contract Type
Full Time
As a global leader of Program Management and Construction Management (PM/CM) services with projects ranging from $1 million to programs that cost up to $10 billion, we deliver award winning total Design and/or Construction Management projects for public and private sector clients. From the pre-construction phase, through complete erection of the project, to the post-construction and commissioning, we function as an extension of our clients' goals and aspirations. Project sector and types include: Aviation, Emergency Operations & Data Centers, Healthcare, both Higher Education and K-12, Hospitality & Entertainment, Correctional & Rehabilitation Facilities, and Research & Development Facilities.

Position Summary
Performs a variety of administrative tasks supporting multiple projects and Project Managers in our Los Angeles office. Location may be either downtown Los Angeles and/or in the LAX airport area. Broad range of complex responsibilities; required to exercise independent judgment within that area. May support a senior manager, large department or project, or be specialized within a certain functional area and be responsible for providing support in that area. Excellent PC skills using a variety of software products as well as strong administrative and business operations knowledge. May be responsible for assigning tasks to or overseeing the work of individuals at lower levels. Must be able to manage multiple tasks simultaneously. Responsibilities include:

  • General administrative support to office Principals, Project Managers, and Technical Staff.
  • Prepare, review, and track correspondence, invoices, task orders, contracts, and other related project information
  • Proof read reports, spreadsheets, and presentations
  • Prepare PowerPoint presentations and Excel spreadsheets
  • Schedule meetings on Outlook and provide meeting support, including catering and other special arrangements
  • Make travel and hotel reservations as necessary
  • Preparation and submittal of expense reports
  • Respond to information inquiries from senior management and clients
  • Maintain share drive data storage systems for marketing, business development, and operations.
  • Photocopying, collating, and binding of reports
  • Work with other Administrators in the office and other offices, assisting other Administrators in overload situations
  • Daily distribute mail and packages as necessary including overnight FedEx of packages.

Occasional work at project construction sites may be required
  • High School graduate or equivalent required
  • Four year college degree from an accredited university in Business or related field is beneficial
  • 7+ years' of relevant experience required
  • Experience with Microsoft Office including: Word, Excel, Outlook and Power Point is required
  • Experience with Expedition, Prolog, or other related project management software is beneficial .
  • Exceptional oral and written communication skills required

At Jacobs, we help prepare people for new opportunities and challenges. With positions at every level, openings in multiple disciplines, expertise in a range of markets and offices around the globe, we create an environment where you can learn, grow, and thrive. From our competitive benefits program to our Health and Safety initiative of Beyond Zero workplace injuries, we believe that you'll find a flourishing career here at Jacobs.