On-site Construction Administrative Assistant

National Association of Women in Construction; Los Angeles, Northern (CA, KY); Hybrid; USD 37,000 - 55,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

Generous paid time off and holidays

Retirement savings plan and related福利

Job summary

Flad Architects, in partnership with UCLA, seeks an On-site Construction Administrative Assistant for the Westside Pavilion project in Los Angeles. The role is on UCLA job site, Monday–Friday, extending through Summer 2028.

Responsibilities include coordinating communications among teams, preparing reports, managing project files, and scheduling site visits. Requires strong communication, organization, and ability to lift 50 lbs, with a background in construction terminology.

Qualifications

• Minimum of two years of relevant work experience.
• Knowledge of architectural, engineering, and construction terminology.
• Ability to lift ~50 lbs.
• Excellent written and verbal communication skills.
• Strong organizational and interpersonal skills; ability to handle shifting priorities.

Responsibilities

• Serve as the primary point of contact for coordinating office communication among client, architectural, engineering, and contractor teams.
• Create, format, and distribute correspondence, memoranda, and project documentation.
• Maintain and file contract-related items and project files.
• Coordinate and schedule site visits, meetings, and tours; process visitor access and onboarding.
• Support project management and documentation; track updates and document control processes.
• Coordinate safety training with contractor and safety team; maintain related documentation.
• Assist in tracking submittals, RFIs, and other project documentation with project team.

Skills

Communication

Organization

Team collaboration

Attention to detail

Education

Associate's degree or higher

Administrative Assistant program preferred

Tools

Microsoft Word

Excel

Adobe Acrobat

Procore

Constructware

Job description

On-site Construction Administrative Assistant

US-CA-Los Angeles

# Positions: 1

Overview

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.

This position requires the individual to be on the UCLA job site, Monday through Friday each week. The position is estimated to run through Summer 2028.

How will your days be spent

• 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.

What you bring to this role

Experience:

• 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.

Software:

• 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.

Education:

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

Flad offers a wide range of benefits including:

• Health, dental, and vision insurance
• Generous paid time off and paid holidays
• Financial health and wellness benefits - retirement savings plan; fiduciary advisor; identity theft plan; Section 125 flexible benefits; income protection life insurance, short-term disability, long-term disability; Employee Assistance Program (EAP)
• Continuing education and career development internal programs; funds set aside for external programs, licensure and sustainability support, annual professional registration and organization reimbursement

Hourly rate range is currently: $27 $40 per hour. Actual starting hourly rate will be within that range and is dependent upon job-related education, knowledge, and experience.

Flad Architects is an Equal Employment Opportunity employer. Flad will provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

If you need a reasonable accommodation to apply for a position, please contact Human Resources at 608-238-2661 or email us at [e-mail].