Construction Administration Clerk

Company Info

Flad Architects

644 Science Drive
Madison, WI, United States

Phone: 608-238-2661
Web Site:

Company Profile

Construction Administration Clerk


Job ID:



Madison, WI, United States 



Job Views:


Zip Code:


Employment Type:

Full time




Administrative-Clerical: Administrative Support, Data Entry-Order Processing, General-Other: Administrative-Clerical, Reception-Switchboard

Job Description:

  • Coordinate, prepare (from e-mails and FTP sites) and issue: Construction Bulletins, Supplemental Instructions, Proposal Requests, Jobsite Observation Reports, Transmittals, Punchlists, etc.
  • Check CA e-mail account on a rotating basis throughout the day and handle incoming work requests, RFIs, etc.
  • Issue submittal, RFI and cost change logs as needed per project. Update appropriate construction websites, e.g., Prolog, Docunet, Teamsight, Procore, BIM 360 and other various sites with RFIs, Submittals, etc.
  • Receive, log and route RFIs and submittals to internal/external team members for review/approval.
  • Return (via e-mail and website), log and file answered RFIs and submittals returned to contractors.
  • Check-in, distribute for review, and check-out (return via email, website, or hard copy) all submittals received on projects in the construction phase.
  • Process Change Orders and Payment Applications and log any financial information received.
  • Edit and/or create written correspondence, adhering to Flad standards. Process interoffice memos, letters, transmittals, labels, contracts, forms, etc. from verbal communication, email, handwritten notes, dictation, or transcription.
  • Plan and/or coordinate with project staff any drawings needing to be scanned or copied for associated submittals, CBs, etc.
  • Set up and maintain electronic and paper files and file systems as needed. Maintain department’s central file system. Proactively gather and file all correspondence, transmittals, reports, and other pertinent documents and project information. As needed, regularly archive construction project files.

Job Requirements:

  • One year relevant administrative experience or a degree from an Administrative Assistant program required. 
  • Proficiency in Microsoft Word, Excel and Adobe Acrobat or Bluebeam required. 
  • Experience with project websites, such as Primavera, Procore, WisBuild, etc. preferred.
  • Experience with data entry and uploading/downloading documents required.  
  • Knowledge of architectural, engineering or construction terminology preferred. 

Flad Architects is an Equal Opportunity Employer.  Flad will provide equal opportunity to all individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

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