On-site Construction Administrative Assistant
About The Position
Flad Architects is partnering with UCLA to transform the former Westside Pavilion shopping mall into a center for discovery and innovation. The Construction Administrative Assistant works on site at UCLA, Monday through Friday, supporting communication and coordination among the client, architectural, engineering, and contractor teams. The position is estimated to run through Summer 2028. The role supports daily construction activities through project communications, scheduling, document preparation and control, file organization, site-visit coordination, and assistance tracking submittals, RFIs, and other project records.
Requirements
- At least two years of relevant work experience.
- Excellent written and verbal communication skills, including the ability to communicate effectively with clients, consultants, and team members.
- Strong proofreading and research skills.
- Ability to work well in a team environment with people at all organizational levels and manage multiple demands.
- Strong attention to detail and excellent organizational and interpersonal skills.
- Flexibility in adjusting to shifting priorities and deadlines.
- Proficiency in Microsoft Word, Excel, and Adobe Acrobat, with speed and accuracy.
- Ability to perform heavy lifting of approximately 50 pounds or more.
Nice To Haves
- Knowledge of architectural, engineering, and construction terminology.
- Experience with project websites such as Procore or Constructware.
- Associate’s degree or higher, preferably from an Administrative Assistant program.
Responsibilities
- Serve as the primary point of contact for coordinating office communications, including calls, mail, reports, and correspondence, among client, architectural, engineering, and contractor teams.
- Maintain awareness of construction activities and schedules to support coordination of meetings and interaction among stakeholder teams.
- Create, format, and distribute correspondence, memoranda, construction observation reports, meeting minutes, and other project documentation.
- Maintain, organize, file, and track contract-related items and project files in accordance with the file maintenance plan.
- Coordinate and schedule site visits, meetings, and project tours, including processing visitor access requests, security badging, and onboarding documentation.
- Maintain project information and track updates; receive and organize site-visit reports and observations; manage and administer file-sharing platforms; and assist with document control.
- Coordinate with the contractor and safety team to schedule required safety training and maintain related documentation.
- Assist in tracking and coordinating submittals, RFIs, and other project documentation with the contractor and project team.
Benefits
- Health, dental, and vision insurance.
- Paid time off and paid holidays.
- Retirement savings plan and fiduciary advisor.
- Identity theft plan and Section 125 flexible benefits.
- Life insurance, short-term disability, and long-term disability.
- Employee Assistance Program (EAP).
- Continuing education and career development programs, including support for external programs, licensure, and sustainability.
- Annual professional registration and organization reimbursement.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
