Administrative Coordinator

We are looking for an experienced Office Engineer to join a dynamic team supporting the Terminal 5 renovation project at Los Angeles World Airports. This challenging role involves working onsite in Los Angeles, California, on a high-profile project encompassing the demolition and complete reconstruction of a terminal headhouse and concourse. This is a contract position, offering a multi-year opportunity to contribute to a significant infrastructure development.

Responsibilities:

• Oversee and manage project documentation, including RFIs, submittals, and change orders.
• Maintain logs and records using PMWeb and other document management systems.
• Coordinate effectively with contractors, design teams, and field personnel to ensure smooth operations.
• Facilitate meetings, prepare reports, and monitor schedules and cost tracking.
• Ensure compliance and organization of all project records and documentation.
• Support construction management activities in an active airport environment.
• Assist the project management team with documentation and operational coordination.
• Contribute to the successful execution of a complex terminal renovation project.

Administrative Coordinator -

Cost Accounting SupportSchedule:

Hybrid (Remote Monday & Friday | Onsite Tuesday-Thursday)

Experience Required:

5+ years administrative experiencePosition SummaryThis position provides administrative support to the Development Group's Cost Accounting team. The role supports daily administrative operations including consultant timekeeping coordination, budget memo preparation, contract budget tracking, and maintenance of shared electronic files and charge code lists.

The Administrative Coordinator will also assist with training users on the Timekeeping application, prepare reports, and support data tracking related to expenditures and contract authorizations. This role requires strong attention to detail, the ability to manage multiple priorities, and strong collaboration with internal stakeholders.

Key ResponsibilitiesProvide administrative, clerical, and data collection support to the Cost Accounting team and supervisor.

Assist with consultant timekeeping services and provide training/support for new Timekeeping application users.

Prepare, route, and track budgetary memos and requests.

Maintain and update charge code lists, contract budget authorizations, and monthly expenditure data.

Gather statistical and operational data and compile reports for internal use.

Prepare spreadsheets, graphical reports, and narrative reports as directed.

Verify collected data, including matching supplier invoices to file records.

Maintain and organize shared electronic files and document repositories.

Draft general correspondence and administrative reports.

Scan and archive documents and reports.

Manage incoming calls, take messages, and route inquiries appropriately.

Receive, sort, and distribute mail.

Maintain an organized workspace and filing system.

Support team initiatives and collaborate with internal stakeholders to advance organizational goals.

Perform additional administrative duties as assigned.