CA Corp Construction Office Assistant
Olen Properties, Newport Beach, CA, United States
For 50 years, Olen has owned, developed, and managed distinctive commercial properties in Orange County, CA. Our portfolio consists of over 6 million sq. ft. of premier office and flex‑industrial commercial properties.
OFFICE ASSISTANT – Construction Department
Responsible for providing administrative support to the Construction Department as needed. This position is the primary support for the Director of Construction and the Construction Project Coordinator.
REPORTS TO:
Construction Project Coordinator with additional reporting to Director of Construction and Senior VP of Construction
Essential Duties & Responsibilities
Maintain and update various Construction Reports
Create, file and distribute construction‑related documents, as needed.
Review Subcontractor purchase order and change order requests and submit to Director of Construction for approval.
Prepare purchase orders and change orders
Set up, maintain and close out all Tenant Improvement files
Maintain construction department document filing, as directed
Create agenda and take minutes of Tenant Improvement meetings for distribution
Update and send out Tenant Improvement Weekly Project Reports
Maintain Project List with current information
Keep Plan Room neat and orderly
Work on special projects, as needed
Travel to jobsites, as needed
Assist with Corporate Office front desk coverage, as needed
Other duties as assigned
Qualifications/Skills
To perform this job successfully, an individual must be able to perform each essential duty and assigned tasks satisfactorily. Reasonable accommodation, which does not impose an undue hardship on the Company, may be made to enable qualified individuals with a disability to perform the essential duties of the job.
Must possess exceptional oral and written communication and interpersonal skills
Requires the ability to read and analyze complex reports and interpret business correspondence
Must have the ability to write comprehensive business correspondence
Requires the ability to read and interpret construction plans, drawings and specifications
Must represent the company by maintaining a professional appearance and demeanor at all times
Education & Skills
A High School Diploma or GED required. Business school or Associate degree is a plus.
Strong computer skills including Excel, Word, Outlook and Share Point
Demonstrates initiative, professionalism, integrity, and exercises confidentiality of all areas of performance
Knowledge and experience in tenant improvement construction a plus
Enthusiasm and motivation
Good customer service and communication skills
Team player attitude
Will assist in meeting the company goal of going paperless
Certificates, Licenses, Registrations
Driving is an essential duty of this position:
Yes
Driving is an essential function of this role, as such a Valid Driver’s License and proof of liability insurance is required.
Language Skills
Ability to speak, read, write and understand the English language in order to perform the following:
Read and comprehend simple instructions, correspondence and memos
Write correspondence and reports
Effectively present information in one‑on‑one and small group situations to tenants, subcontractors, vendors and other employees of the Company
Effectively communicate over the telephone
The ability to speak Spanish is a plus
Mathematical Ability
Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's.
Ability to perform these operations using units of American currency and weight measurement, volume and distance.
Must be able to compute rates, ratio and percentage.
Reasoning Ability
Ability to apply common sense understanding to carry out instruction furnished in written, oral or diagram form
Ability to deal with problems involving several concrete variables in standardized situations
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation which does not impose an undue hardship on the Company may be made to enable qualified individuals with a disability to perform the essential duties of the job.
While performing the duties of this job, the employee is regularly required to talk, hear, and see. The employee frequently is required to stand, walk, sit, and use hands and fingers to handle or feel objects. The employee is occasionally required to reach with hands and arms, and climb or balance. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
MACHINES, TOOLS, EQUIPMENT AND WORK AIDS UTILIZED IN THIS POSITION (this is not meant to be comprehensive list)
Copy machine/scanner
Adding machine/calculator
Telephone/Mobile Phone
Computer & peripherals
Use of software to create electronic files & documents
This position is Full‑Time, hourly and located in Newport Beach. This position is required to be in office each day – this is not a hybrid or remote position.
Compensation
The salary range for this position is $58,000 – $62,000 annually, posted as the range and is flexible depending upon experience and skill level.
Benefits
Subsidized health insurance including medical, dental and vision
Company Paid Life and LTD insurance
401(k) Plan including company match
Paid time off
Employee Wellness Program
All other benefits and leaves as required by law
And so much more!
#J-18808-Ljbffr
OFFICE ASSISTANT – Construction Department
Responsible for providing administrative support to the Construction Department as needed. This position is the primary support for the Director of Construction and the Construction Project Coordinator.
REPORTS TO:
Construction Project Coordinator with additional reporting to Director of Construction and Senior VP of Construction
Essential Duties & Responsibilities
Maintain and update various Construction Reports
Create, file and distribute construction‑related documents, as needed.
Review Subcontractor purchase order and change order requests and submit to Director of Construction for approval.
Prepare purchase orders and change orders
Set up, maintain and close out all Tenant Improvement files
Maintain construction department document filing, as directed
Create agenda and take minutes of Tenant Improvement meetings for distribution
Update and send out Tenant Improvement Weekly Project Reports
Maintain Project List with current information
Keep Plan Room neat and orderly
Work on special projects, as needed
Travel to jobsites, as needed
Assist with Corporate Office front desk coverage, as needed
Other duties as assigned
Qualifications/Skills
To perform this job successfully, an individual must be able to perform each essential duty and assigned tasks satisfactorily. Reasonable accommodation, which does not impose an undue hardship on the Company, may be made to enable qualified individuals with a disability to perform the essential duties of the job.
Must possess exceptional oral and written communication and interpersonal skills
Requires the ability to read and analyze complex reports and interpret business correspondence
Must have the ability to write comprehensive business correspondence
Requires the ability to read and interpret construction plans, drawings and specifications
Must represent the company by maintaining a professional appearance and demeanor at all times
Education & Skills
A High School Diploma or GED required. Business school or Associate degree is a plus.
Strong computer skills including Excel, Word, Outlook and Share Point
Demonstrates initiative, professionalism, integrity, and exercises confidentiality of all areas of performance
Knowledge and experience in tenant improvement construction a plus
Enthusiasm and motivation
Good customer service and communication skills
Team player attitude
Will assist in meeting the company goal of going paperless
Certificates, Licenses, Registrations
Driving is an essential duty of this position:
Yes
Driving is an essential function of this role, as such a Valid Driver’s License and proof of liability insurance is required.
Language Skills
Ability to speak, read, write and understand the English language in order to perform the following:
Read and comprehend simple instructions, correspondence and memos
Write correspondence and reports
Effectively present information in one‑on‑one and small group situations to tenants, subcontractors, vendors and other employees of the Company
Effectively communicate over the telephone
The ability to speak Spanish is a plus
Mathematical Ability
Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's.
Ability to perform these operations using units of American currency and weight measurement, volume and distance.
Must be able to compute rates, ratio and percentage.
Reasoning Ability
Ability to apply common sense understanding to carry out instruction furnished in written, oral or diagram form
Ability to deal with problems involving several concrete variables in standardized situations
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation which does not impose an undue hardship on the Company may be made to enable qualified individuals with a disability to perform the essential duties of the job.
While performing the duties of this job, the employee is regularly required to talk, hear, and see. The employee frequently is required to stand, walk, sit, and use hands and fingers to handle or feel objects. The employee is occasionally required to reach with hands and arms, and climb or balance. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
MACHINES, TOOLS, EQUIPMENT AND WORK AIDS UTILIZED IN THIS POSITION (this is not meant to be comprehensive list)
Copy machine/scanner
Adding machine/calculator
Telephone/Mobile Phone
Computer & peripherals
Use of software to create electronic files & documents
This position is Full‑Time, hourly and located in Newport Beach. This position is required to be in office each day – this is not a hybrid or remote position.
Compensation
The salary range for this position is $58,000 – $62,000 annually, posted as the range and is flexible depending upon experience and skill level.
Benefits
Subsidized health insurance including medical, dental and vision
Company Paid Life and LTD insurance
401(k) Plan including company match
Paid time off
Employee Wellness Program
All other benefits and leaves as required by law
And so much more!
#J-18808-Ljbffr