NOTE: This is a Los Angeles-Based Position. This is not a remote position; however, a hybrid schedule may be available upon approval. LENAX Does Not Pay for Relocation or Travel Expenses for Interviews or if selected for a position. Candidates selected to move forward in the interview process must be available to interview within 48 - 72 hours’ notification.

About Lenax Construction Services, Inc.

Since its inception in 1993 (Yes, we’re celebrating 30 years!!!), Lenax Construction Services, Inc. (LENAX) has provided quality construction services and project controls to a diverse range of engineering, design, and construction firms. LENAX services a broad range of markets, including airports, transportation, industrial, correctional, universities, and marine. LENAX is a goal-oriented and customer-driven independent consulting business, aimed at adding value and strength to our clients’ program teams by providing expertise in current pricing and economic trends, while utilizing the most up to date means and methods in the construction and design industries.

LENAX is looking foran Administrative Assistant / Receptionist

who, ideally, has experience withing the AEC industry or supporting a Public entity; and, who has had some experience with invoicing, document management, and office engineer responsibilities. The Administrative Assistant / Receptionist will perform general administrative duties and serve as a first point of contact for visitors and callers at the Construction Project Management Office for an engineering firm supporting a multi-billion-dollar rail-sector construction program.

The Administrative Assistant / Receptionist will provide administrative support the client and project team. Scope will include, but is not limited-to: Assisting with billing and invoicing tasks; preparing and routing budgetary memos and requests, updating charge code lists, contract budget authorizations, and monthly expenditure data; updating and maintaining electronic files located in shared environments; and, providing other administrative support to the group, as needed. May also assist in the performance of some office engineer responsibilities.

Essential Job Duties – The Administrative Assistant’s duties include, but are not limited to the following:

• In accordance with established procedures, performs a variety of routine and non-routine administrative, clerical, and data entry/collection and report-writing tasks for supervisors.
• Perform various administrative, clerical, data collection, data entry, and report-writing tasks.
• Receive direction from immediate supervisor in completing non-routine assignments.
• Gathers statistics and general data; reviews and combines this information for data entry into established reports for use internally.
• Scans, faxes and binds documents, reports, and proposals, as required.
• May develop new reports or revise existing reports, as directed. Such reports may be in spreadsheet or graphical formats, or narrative-style word processing.
• May be responsible for verifying data gathered, such as matching supplier invoices against file copies.
• Distributes reports as directed by immediate supervisor.
• Originates correspondence and reports not requiring the personal attention of immediate supervisor.
• Prepares general correspondence and maintains general files.
Answers phones
• - taking and relaying messages, screen callers and direct calls accordingly.
• Receives, sorts, and distributes mail.
• Maintains an organized work space by keeping documents and supplies properly stored.
• Contributes to the advancement of Client’s goals through commitment to productive collaboration with all stakeholders.
• May assist with Construction Office Billing Responsibilities:
  • Assist in the handling of various construction project billing activities;
  • Verifying all invoices for accuracy;
  • May assist in overseeing work and change orders;
  • Assist in maintaining an up-to-date billing system and customer files; and,
  • Assisting in monthly and end-of-year financial reporting.
• May assist-with various Office Engineer tasks, which may include:
  • Assisting the Project Manager and project team in the receipt, distribution, and maintenance of drawings;
  • Perform construction contract correspondence, document and plan control; input data into the construction management system; and, prepare management informational status reports, as may be required;
  • Maintain project files and document/drawing management systems (hard and electronic copies);
  • Distribute documents and drawings; and, maintain documents and drawing logs;
  • Assist in the handling of various construction documents and systems (RFI’s, Submittals, Design Bulletins, and etc.); and,
  • Other duties as required to assist and support the project, including attendance to project meetings; taking meeting minutes;
• Performs other responsibilities associated with this position as may be appropriate.

Job Qualifications - To effectively perform the essential functions of the job, candidates must meet the following position specifications:

Education

• A High school diploma (or equivalent), and a minimum of three-to-five (3 – 5) years of relevant work experience performing similar duties.
• Completion of courses in bookkeeping and accounting strongly preferred.
• A Certificate in Construction Management would be a plus.

Professional Experience Level & Other Qualifications

• Demonstrated Office & Administrative Skills which may include: Reception, phone and customer service skills; electronic and hard-copy filing; drafting various types of business correspondence; ordering and maintaining inventory of office equipment and supplies; preparing invoices; arranging meetings (including virtual meetings), events, conference calls; taking, preparing and distributing meeting minutes; handling expense reports; making travel arrangements; and other administrative tasks as may be required.
• Document Control experience strongly preferred.
• Strong written and oral communication, organizational, and interpersonal skills are required
• Self-starter, multi-tasker.
• Ability to bring assignments to completion independently.
• Ability to work in a high volume, dynamic, team environment.
• Proven record of accomplishments in an office administrative role.
Positive attitude
• -able to be flexible and adaptable should there be changing conditions.
• Dependable and accountable, in the follow-through with tasks and projects.
• Must have strong analytical skills and attention to detail.

Hardware/Software/Systems & Related

• Proficiency in Microsoft Office Suite of software applications is required. Must have strong Excel skills—comfortable creating, and modifying spreadsheets as well as entering data.
• Experience with Adobe Acrobat preferred.
• Must have strong keyboarding, typing, and data entry skills.
• Prolog experience (or experience with other large-scale construction management software system) preferred.

Other

• May assume other duties as required/needed.
• May be required to work past regular work shift.
• May be required to work various shifts as needed.
• Experience working within the AEC industry is a plus.
• Experience working in a construction project office is a plus.
• Experience as a team member supporting a large, public works / CIP program and projects is a plus (e.g., rail, aviation, education, highways sector projects)

Please note:

• We ask that salary expectations be included for all applicants, to ensure they are in range.
• As noted above, this is not a remote position. The individual selected for the position will be working a full-time, regular schedule, reporting to the Project Management Office (PMO), just East of Downtown Los Angeles. Based upon capabilities and demonstrated performance, there may be a hybrid option made available for this position, upon management approval.
• All environmental, health and safety requirements must be complied with, including COVID-19 Safety protocols.

Compensation: Maximum compensation for this position is $45hr. This a Full-time, regular, non-exempt position.

Benefits:

LENAX employees enjoy a competitive benefits package, including but not limited to:

• Three (3) weeks (120 hours) Paid Time Off (PTO)
• Eight (8) Company-Paid Holidays
A wide selection of medical plans and with a generous employer base plan
• -HMO, PPO, HSA/EPO options available; Dental, Vision, and Chiropractic/Acupuncture benefits. Employer covers 100% of employee premium and 50% of dependent premium with the Company’s Medical “Base Plan”; and similarly for the Delta Dental PPO 2000 Plan—100% of premium covered for the employee premium, and 50% for dependent premium(s)
• 401-k Retirement Savings Plan with employer matching
• Educational Assistance
• Professional Development
• Employee Referral Program
• And, much, much more!

Learn more about LENAX by visiting https://www.Lenax.com

Lenax Construction Services is a Drug-free Workplace and an Equal Opportunity Employer