Administrative Assistant

Location: Downey, CA

Job Type: Full-Time

Department: Operations

Reports To: Operations Manager

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.

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.

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