On-site Construction Administrative Assistant

If you enjoy solving complex construction challenges in an on-site collaborative environment, this might be the opportunity for you. Flad Architects, a national architectural firm, is partnering with UCLA to transform the former Westside Pavilion shopping mall into a nexus for discovery and innovation. Designed to connect academic researchers, corporate partners, startups, government agencies, and the community, it aims to act as a catalyst for multidisciplinary translational research.

• Serve as the primary point of contact for coordinating office communication (e.g., 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 to support daily construction activities.
• Assist in maintaining, organizing, filing, and tracking 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.
• Support project management and documentation by maintaining project information, tracking updates, receiving and organizing site visit reports and observations, managing and administering file-sharing platforms, and assisting with document control processes.
• Coordinate with the contractor and safety team to schedule required safety training sessions and maintain related documentation.
• Assist in tracking and coordinating submittals, RFIs, and other project documentation in collaboration with the contractor and project team.

• Minimum of two years of relevant work experience required.
• Knowledge of architectural, engineering, and construction terminology preferred.
• Ability to perform heavy lifting – approximately 50 lbs. or more.
• Excellent written and verbal communication skills, the ability to communicate effectively with clients, consultants, and team members, and strong proofreading and research skills required.
• Ability to work well within a team environment, with people at all levels of an organization, and juggle multiple demands required. Must have strong attention to detail, excellent organizational and interpersonal skills, and flexibility in adjusting to shifting priorities and/or deadlines.

• Proficient in Microsoft Word, Excel, and Adobe Acrobat, with a high degree of speed and accuracy required.
• Experience with project websites (e.g., Procore, Constructware, etc.) preferred.

• Associate’s degree or higher desired, preferably from an Administrative Assistant program.