Administrative Assistant – Document Production
VVAS is looking for an organized, detail-oriented professional to join our team as an administrative assistant to edit, format, proofread, and assemble the project manuals we produce for architects. This is a hands-on document production role.
This position is well suited to someone with strong word processing and document management skills who enjoys creating order out of complex sets of documents. No background in architecture or specifications is required, although an interest in the field is a plus. We provide training in our software and methods, and we are happy to support staff who want to grow into other roles within the firm over time.
Full-time or part-time (minimum 30 hours/week). Flexible scheduling is possible; work is done in our San Rafael office during regular business hours.
Responsibilities
Project Manual Preparation
Compile and assemble complete project manuals, ensuring proper organization, pagination, and formatting in accordance with industry-standard formatting conventions (CSI MasterFormat and PageFormat structure), which we will teach you.
Format, proofread, and edit specification documents and tables of contents for consistency, accuracy, and a professional appearance.
Perform edits to text, requiring adept use of change tracking.
Maintain templates and standard formatting for project manuals and specification sections.
Document & Consultant Coordination
Coordinate the receipt and integration of consultant specifications into the project manual, tracking submission status and following up as needed.
Coordinate documents between multiple authors, assisted by the project specifier.
Maintain organized project files and correspondence logs related to specifications and project manuals.
Client & Team Communication
Communicate clearly and professionally with clients and consultants regarding deadlines, coordination, and status updates.
Support specifiers with day-to-day administrative tasks related to active projects.
Respond to routine inquiries and route more complex questions to the appropriate team member.
Skills & Qualities We Value
Experience in an administrative, document control, or word processing role preferred.
Excellent attention to detail, particularly in document organization, formatting, and proofreading.
Clear, professional verbal and written communication with clients, consultants, and team members.
Strong organizational skills with the ability to manage multiple projects and deadlines at once.
Effective and timely follow-through on questions, comments, and open items.
Comfort with learning new software systems.
Software
Proficiency in Microsoft Office Suite, particularly Word, and experience with long, formatted documents, along with a working knowledge of Excel and Outlook is required. We’ll train you on the following tools and expect you to become proficient:
Google Workspace, particularly Google Sheets and Google Drive
AI tools (Claude)
Mail Manager (integrated with Microsoft Outlook), project correspondence management
Asana, task and project management
Bluebeam (a pdf program)
SpecPoint and VisiSpecs (specialty specifications processing tools)
How to apply
Please submit a resume and cover letter explaining why you are a fit for this position to melanie@vvasinc.com. Resumes submitted without a cover letter will not be considered.