Office Assistant - Construction Department
Olen Properties, Newport Beach, CA, United States
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 of all Tenant Improvement files
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 job sites, as needed
Assist with Corporate Office front desk coverage, as needed
Other duties as assigned
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty and assigned tasks satisfactorily. The following requirements represent the knowledge, skill, and/or ability required. 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.
Exceptional oral and written communication and interpersonal skills
Ability to read and analyze complex reports and interpret business correspondence
Ability to write comprehensive business correspondence
Ability to read and interpret construction plans, drawings and specifications
Professional appearance and demeanor at all times
EDUCATION & SKILLS
High School Diploma or GED required. Business school or Associate’s degree is a plus.
Strong computer skills including Excel, Word, Outlook and SharePoint
Initiative, professionalism, integrity, and confidentiality
Knowledge and experience in tenant improvement construction is a plus
Enthusiasm and motivation
Good customer service and communication skills
Team player attitude
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 English to perform the following: read and comprehend simple instructions, correspondence and memos; write correspondence and reports; present information in one‑on‑one and small group situations to tenants, subcontractors, vendors and other employees; communicate over the telephone.
Spanish language ability is a plus.
MATHEMATICAL ABILITY
Add and subtract two‑digit numbers and multiply and divide with tens and hundreds.
Perform these operations using units of American currency and weight measurement, volume, and distance.
Compute rates, ratio and percentage.
REASONING ABILITY
Apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
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
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 & BENEFITS
The salary range for this position is $58,000 – $62,000 annually. The posted range is flexible depending upon experience and skill level.
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
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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 of all Tenant Improvement files
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 job sites, as needed
Assist with Corporate Office front desk coverage, as needed
Other duties as assigned
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty and assigned tasks satisfactorily. The following requirements represent the knowledge, skill, and/or ability required. 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.
Exceptional oral and written communication and interpersonal skills
Ability to read and analyze complex reports and interpret business correspondence
Ability to write comprehensive business correspondence
Ability to read and interpret construction plans, drawings and specifications
Professional appearance and demeanor at all times
EDUCATION & SKILLS
High School Diploma or GED required. Business school or Associate’s degree is a plus.
Strong computer skills including Excel, Word, Outlook and SharePoint
Initiative, professionalism, integrity, and confidentiality
Knowledge and experience in tenant improvement construction is a plus
Enthusiasm and motivation
Good customer service and communication skills
Team player attitude
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 English to perform the following: read and comprehend simple instructions, correspondence and memos; write correspondence and reports; present information in one‑on‑one and small group situations to tenants, subcontractors, vendors and other employees; communicate over the telephone.
Spanish language ability is a plus.
MATHEMATICAL ABILITY
Add and subtract two‑digit numbers and multiply and divide with tens and hundreds.
Perform these operations using units of American currency and weight measurement, volume, and distance.
Compute rates, ratio and percentage.
REASONING ABILITY
Apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
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
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 & BENEFITS
The salary range for this position is $58,000 – $62,000 annually. The posted range is flexible depending upon experience and skill level.
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
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