Production Assistant / HCAi Specialist chez undefined

About HED

We are a team that is full of ideas, experience, creativity, passionate opinions, insatiable curiosity, uncompromising integrity, commitment, and skill. Our culture is about aspiration, embracing change and challenges, listening to (and learning from) each other, encouraging continual learning, and inspiring collective growth. As an inclusive, integrated architecture and engineering practice, we value the diversity of perspectives, experiences, abilities, and expertise that advance both the work we do, and the world we share.

About the Role

We are seeking a detail-oriented and proactive Production Assistant / HCAi Specialist to join our team. This role serves as a key liaison between design teams, contractors, consultants, and regulatory agencies, ensuring smooth project delivery, compliance with HCAi standards, and effective communication across disciplines.
 
The ideal candidate is highly organized, skilled at balancing competing priorities, and has a strong understanding of healthcare construction regulations.

RESPONSIBILITIES:

RFP & Change Order Coordination

• Act as the primary point of contact for drafting RFPs for subconsultants, conducting initial analysis, and managing change orders.
• Define scope, deliverables, and accountability to ensure alignment with project needs.
• Evaluate subconsultant proposals for cost, expertise, and compliance.
• Authorize change orders strategically to balance cost control with project requirements.

Team & Communication Management

• Serve as the central communication hub between design teams, contractors, and consultants.
• Proactively share critical information to prevent delays and conflicts.
• Escalate issues to leadership as needed, while resolving others independently.
• Prioritize competing requests to maintain schedule and compliance.
• Ensure alignment across disciplines to avoid costly errors or rework.

HCAi Documentation & Compliance

• Organize, consolidate, and submit all required HCAi documentation.
• Review consultant deliverables for compliance and accuracy.
• Structure submissions to reduce review cycles and prevent rejections.
• Manage deadlines and dependencies across multiple stakeholders.

Inspections & Approvals

• Submit documentation to inspectors of record (IOR) and FSLO.
• Interpret HCAi and client requirements to produce compliant paperwork.
• Resolve discrepancies between consultant documents and regulations.
• Balance inspector feedback with project timelines and client expectations.

Temporary Work Submissions

• Determine and prepare submissions for temporary work in compliance with HCAi requirements.
• Coordinate timing of submissions to avoid project delays.
• Verify that temporary measures do not conflict with permanent design solutions.
• Ensure compliance to avoid fines, delays, or rejections.

REQUIREMENTS:

• Experience in architectural, construction, or healthcare project administration.
• Strong knowledge of HCAi regulations and compliance processes.
• Exceptional organizational skills with the ability to manage multiple deadlines.
• Excellent written and verbal communication skills.
• Ability to evaluate technical documents and coordinate across disciplines.
• Detail-oriented with strong problem-solving and decision-making abilities.

Why Join Us

• Opportunity to work on impactful healthcare design and construction projects.
• Collaborative and dynamic team environment.
• Professional growth and development in regulatory compliance and project management.
• Competitive salary and benefits package.

PHYSICAL REQUIREMENTS:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to effectively communicate in writing and verbally via phone, video conferencing, and in person.
• Must be able to perform site visits.
• Visual acuity to perform responsibilities.