On-site Construction Administrative Assistant

Overview

If you enjoy supporting, coordinating, and organizing the activities of the entire project team and stakeholders in the field during the construction phase, this might be the opportunity for you. Flad is a national architectural firm with ten offices across the country, specializing in science, healthcare, academic, and workplace spaces. Flad is a team of creative, intelligent, energetic people who help our clients tackle the issues that change people’s lives.

This position requires the individual to be on the CDC job site in Atlanta, Georgia, Monday through Friday each week.

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 government, 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 CDC file maintenance plan.
• Coordinate and schedule site visits, meetings, and project tours, including processing visitor access requests, security badging, and onboarding documentation in compliance with CDC security protocols.
• 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 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.
  
  

Experience

What you bring to this role

• Minimum 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.
  
  

Benefits

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
  
  

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 humanresources@flad.com.