CA Corp Construction Office Assistant

Olen Properties•Newport Beach, CA

1d•Onsite

About The Position

For 50 years, Olen has owned, developed, and managed distinctive commercial properties in Orange County, CA. Their portfolio consists of over 6 million sq. ft. of premier office and flex-industrial commercial properties. This Office Assistant position is responsible for providing administrative support to the Construction Department as needed and is the primary support for the Director of Construction and the Construction Project Coordinator.

Requirements

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
A High School Diploma or GED required
Strong computer skills including Excel, Word, Outlook and Share Point
Demonstrates initiative, professionalism, integrity, and exercises confidentiality of all areas of performance
Valid Driver’s License and proof of liability insurance is required
Ability to speak, read, write and understand the English language in order to read and comprehend simple instructions, correspondence and memos
Ability to speak, read, write and understand the English language in order to write correspondence and reports
Ability to speak, read, write and understand the English language in order to effectively present information in one-on-one and small group situations to tenants, subcontractors, vendors and other employees of the Company
Ability to speak, read, write and understand the English language in order to effectively communicate over the telephone
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
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

Nice To Haves

Business school or Associate degree is a plus
Knowledge and experience in tenant improvement construction a plus
The ability to speak Spanish is a plus

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
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