Administrative Specialist- Travel & Facilities

LDI Mechanical, Inc•Corona, CA

About The Position

LDI Mechanical, Inc. is a leading HVAC Multi-Family Mechanical Contractor who is currently looking for a self-motivated individual to fill the role of Administrative Specialist - Travel and Facilities. This is a dynamic role that is responsible for supporting multiple facilities and arranging travel company wide. It provides the opportunity to be an essential part of a robust team environment. Job duties are as follows, but not limited to: Travel Responsibility: Book travel arrangements (hotels, rental cars, flights, and conference rooms) in accordance with company policy. Track and report travel spending; generate ad hoc reports for Division Managers. Reconcile and code monthly credit statements. Facilities Coordinator Serve as the primary point of contact for service providers (utilities, maintenance services, etc.) at LDI-owned and leased properties. Coordinate annual building inspections and testing as required by local regulations; ensure permits are filed, posted and distributed. Oversee building repair requests (electrical, plumbing, roofing, etc.) and lead improvement projects. Maintain communication with satellite offices’ and Property Managers for requests and inquiries. Assist in lease reviews and negotiations for equipment and properties. Track and report monthly rents and fees for company leases. Placing and picking up orders to maintain inventory for building, office, and cleaning supplies. Organize Conference Room and setups for executive meetings. Collect lunch orders for Owner as needed. Miscellaneous Cross train with Fleet Administrator. On-Call 1 weekend/month for Travel and Fleet related matters. Back-up to Fleet Coordinator as needed. Assist with completing a variety of Fleet tracking, monitoring reports and spreadsheets.

Requirements

Strong organizational and time management skills; able to multitask and work with minimal supervision.
Critical thinking and problem-solving ability, especially in non-standard situations.
High attention to detail and accuracy in record-keeping.
Ability to prioritize and address multiple urgent scenarios simultaneously.
Excellent communication, assertiveness and follow-up skills required.
Proficiency in Microsoft Outlook and Excel.
Able to lift up to 50 pounds
Reliable transportation
Valid Driver’s License
Valid Auto insurance

Nice To Haves

Bilingual; Spanish a plus but not required.

Responsibilities

Book travel arrangements (hotels, rental cars, flights, and conference rooms) in accordance with company policy.
Track and report travel spending; generate ad hoc reports for Division Managers.
Reconcile and code monthly credit statements.
Serve as the primary point of contact for service providers (utilities, maintenance services, etc.) at LDI-owned and leased properties.
Coordinate annual building inspections and testing as required by local regulations; ensure permits are filed, posted and distributed.
Oversee building repair requests (electrical, plumbing, roofing, etc.) and lead improvement projects.
Maintain communication with satellite offices’ and Property Managers for requests and inquiries.
Assist in lease reviews and negotiations for equipment and properties.
Track and report monthly rents and fees for company leases.
Placing and picking up orders to maintain inventory for building, office, and cleaning supplies.
Organize Conference Room and setups for executive meetings.
Collect lunch orders for Owner as needed.
Cross train with Fleet Administrator.
On-Call 1 weekend/month for Travel and Fleet related matters.
Back-up to Fleet Coordinator as needed.
Assist with completing a variety of Fleet tracking, monitoring reports and spreadsheets.