Administrative Assistant

Job Title: Administrative Assistant

Division: Operations

Reports To: Operations Manager

Pay Scale: $18-$24

FLSA: Non-Exempt

Job Description

We are seeking a highly organized and detail-oriented Administrative Assistant to support our drafting team. The ideal candidate will handle administrative tasks, coordinate with municipalities for document submissions, and ensure smooth project operations. This role requires exceptional multitasking, problem-solving, and communication skills to navigate a fast-paced, high-pressure environment. In this position, you will play a vital role in rebuilding and revitalizing communities affected by recent fires, directly contributing to projects that restore homes, infrastructure, and hope. Your work will have a lasting, positive impact on those who have experienced loss—helping to shape safer, stronger, and more resilient neighborhoods.

Key Responsibilities:

• Submit architectural plans and documents in person or online to various municipality offices in local and surrounding cities/counties.
• Ensure all required project documents are completed and submitted in a timely manner.
• Provide administrative support to the drafting team and all involved parties.
• Ensure all administrative documentation is completed to obtain plan approval.
• Assure adherence to and enforce company policies and procedures.
• Provide status updates to management and clients regarding project progress.
• Ensure all invoices are sent to appropriate clients as per contract and required reimbursements.
• Maintain accurate and up-to-date records of project data, status, and documentation.
• Communicate with team members, clients, municipalities, and vendors to keep all stakeholders informed of project status.
• Exercise administrative judgment and assume responsibility for decisions affecting staff, costs, and quality of service.
• Measure properties in various conditions to begin projects, including insurance damage claims (fire damage, water damage, etc.).
• Communicate effectively with plan checkers and city officials to secure project approvals and permits.
• Thrive in a high-pressure environment with tight deadlines and frequent changes.
• Quickly adapt to shifting project priorities and client demands.
• Maintain organization and efficiency in handling multiple ongoing projects.

Qualifications & Skills:

• Proven experience as an administrative assistant, preferably in a drafting, architectural, or construction-related field.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), other project management tools, and PDF editing software.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Ability to work independently and collaborate with a team.
• Experience dealing with municipalities and permitting processes (preferred but not required).
• Must be comfortable traveling locally to submit plans or measure properties as needed.

Education:

• High school diploma or GED (Two years college or equivalent work experience preferred)

Language: English, Spanish preferred

Travel Required: Valid Driver’s License and reliable vehicle.

Physical Demands and Work Environment

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
• While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers; handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
• Must be able to carry 24” x 36” blueprints and additional documents of various weight. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.
• The majority of the time will be spent in a climate-controlled, non-smoking office.
• Must be available during regular business hours. Required to travel to local and neighboring counties to visit city and county agencies, businesses, and meeting sites with clients.

Why Join Us?

• Competitive hourly wage
• Work in a fast-paced, high-impact role with significant responsibility and leadership opportunities.
• Gain experience managing a variety of exciting and challenging projects.
• Be part of a driven, high-performance team focused on delivering quality work efficiently.

At Ultimate Drafting, we thrive in a fast-paced, high-pressure setting where quick learning and adaptability are essential. These traits empower our team to deliver exceptional customer service, ensuring we meet and exceed client expectations. If you're driven, resilient, and eager to grow in a challenging environment, explore our career opportunities and join us in making a significant impact in our communities and the communities impacted by the fire.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

The company is an Equal Opportunity Employer, drug free workplace.