Tenant Coordination Assistant ($32.21 - $39.33)

Namz Group • Irvine, CA

270d • $32 - $39

About The Position

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.

Requirements

• Bachelor's degree preferred.
• 3 to 5 years of experience in administrative support or relevant work experience.
• 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, and able to manage 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.

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.
• Manages plotters, 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.
• Routes and files capital requests for new and ongoing Construction projects.
• Processes project check requests & Non-PO invoices.
• Coordinates development/construction bonds.
• Collects, reviews, and submits Tenant Allowance documentation to the accounting team.
• Reads Tenant leases and coordinates lease language with tenants who are under construction.

Benefits

• Paid time off
• Matching 401(k)
• Health benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Food Services and Drinking Places
• Education Level: Bachelor's degree