Tenant Coordination Assistant ($30.53 - $40.10)

Irvine; Irvine; On-site; GBP 60,000 - 80,000; Full time

Job summary

A prominent property management firm is seeking a Construction Services Assistant to support the construction team. The role involves managing documentation, processing contracts, and overseeing construction deposits. Candidates should have a preferred bachelor's degree and 3 to 5 years of relevant experience, alongside proficiency in Google Suite and Microsoft Office. This position offers a salary range of $30.53 to $40.10 per hour, along with competitive benefits, including paid time off and 401(k) matching.

Benefits

Paid time off

Matching 401(k)

Health benefits

Qualifications

• 3 to 5 years of experience in administrative support or relevant work experience.
• Ability to manage multiple tasks concurrently.
• Valid California driver’s license and vehicle liability insurance.

Responsibilities

• Provides general administrative support for the VP, Directors, and project managers.
• Reviews and approves General Contractor and Signage Vendor’s insurance.
• Maintains ‘As-Built’ drawing files and Landlord construction close-out documents.

Skills

Proficiency in Google Suite

Proficiency in Microsoft Office Suite

Detail-oriented

Organizational skills

Communication skills

Education

Bachelor's degree preferred

Job description

Position Summary

The Construction Services Assistant provides administrative support services to the entire construction team to facilitate the timely and accurate implementation 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.