Job Description
Position Summary The Construction Services Assistant provides administrative support services to the entire construction team to facilitate the timely and accurate implantation of the tenant construction process. Key responsibilities include reviewing and approving insurance, organizing all construction documentation, processing contracts in Coupa, managing deposits and refunds, as well as collecting, reviewing and processing Tenant Allowance Reimbursements. This role directly reports to the VP of Construction and also assists in administrative duties such as handling the team’s calendar, P Card management, and any other department administrative tasks.
Key Responsibilities - Provides general administrative support for the VP, Directors, and project managers, including handling calls, preparing agendas, managing schedules.
- Completes a wide variety of tasks and data management in Google and Microsoft applications.
- Classifies, sorts, copies and files correspondence, records and other documents.
- Reviews and approves General Contractor and Signage Vendor’s insurance per our company’s standard insurance guidelines
- Collects, codes, and refunds Construction Deposits
- Maintains ‘As-Built’ drawing files and Landlord construction close out documents
- Creates contract requests and assists vendors with Coupa, the company’s procurement system. Helps track invoice payments.
Other Responsibilities - Plotters management , including monthly billing reports and plotter maintenance and supplies
- Prepares, researches and submits Consultant & Construction contract requests
- Processes and executes PO’s, new supplier setups and supplier system maintenance
- Capital request routing/Filing for new and ongoing Construction projects
- Process project check requests & Non-PO invoices
- Development/Construction bonds coordination
- Collects, reviews and submits Tenant Allowance documentation to the accounting team
- Reads Tenant leases and coordinates lease language with tenants who are under construction
Minimum Qualifications / Other Expectations Education & Experience: - Bachelor's degree preferred.
- 3 to 5 years of experience in administrative support or relevant work experience.
Other - Proficiency in Google Suite, Microsoft Office Suite and database management
- Ability to communicate clearly and effectively in English, both verbally and in writing.
- Detail oriented, organized, managing multiple tasks concurrently
- Organized with proactive problem-solving abilities and a proactive approach to anticipating needs
- Demonstrates initiative and maintains high quality of customer service
- Regular, consistent and timely attendance is required (non-exempt)
- Ability to follow process and flexible to change
- Valid California driver’s license; Maintain continuous vehicle liability insurance as required by state law. (This role requires the regular and frequent operation of a vehicle, as defined in the Company’s MVR policy, and is part of the essential duties of this position.)
Compensation Base Pay Range: $30.53 - $40.10
Actual placement within this range may vary based upon, but not limited to, relevant experience, time in role, base salary of internal peers, prior performance, business sector, and geographic location.
The Company also offers competitive benefits for full time employees including paid time off, matching 401(k), and health benefits.
About Us Irvine Company Retail Properties (a division of Irvine Company) has created some of America’s most popular retail centers. Each of our 40 retail centers - including Fashion Island in Newport Beach, Irvine Spectrum Center and The Market Place, as well as neighborhood shopping centers like Woodbury Town Center in Irvine - is meticulously planned and ideally located to support the community it serves.
We take as much pride in our employee community as we do the communities we create. It’s an environment populated with talented and experienced people, a collaborative spirit and abundant opportunities.
Apply today to join our employee community, and learn more about Irvine Company, our legacy and our guiding principles.
The Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.
Job Tags
Full time, Contract work, For contractors, Work experience placement, Work at office, Local area, Flexible hours,