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Operations Coordinator

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Date: Feb 22, 2019

Location: Irvine, CA, US, 92617

Company: The Irvine Company

Position Summary:

Provides operations-oriented administrative support to the Neighborhood & Community Center management teams and administrative support to the Landscape Director.

Job Duties:

N&CC Operations Support:

  • At the direction of VP, Facilities, tracks maintenance programs including grease Interceptor maintenance, cooking oil manifests, backflow certifications, HVAC quarterly reports, and fire life safety systems certifications (quarterly and 5-year certifications).
  • At the direction of VP, Facilities, coordinates, and tracks required annual environmental inspections for all N&CC properties including dry-cleaning, gas station, and storm-water inspections.
  • Tracks expense billings for security contracts and coordinates the review and approval with Sr. Directors of Property Management.
  • Assists with coordinating the contract request process for portfolio-wide maintenance and service contracts.  
  • ABLE Tech Support  - Process receipts and work orders purchases by technicians, code and pay invoices related to individual properties, review and file time cards.
  • ABLE Billing Management - Ensure that proper regular and overtime charges are being billed, Track and ensure approval of Overtime billing, create and distribute PO’s for Work-order vendors.
  • Maintains vendor insurance certificate compliance, including collection, tracking, and reporting.
  • Coordinates the Non-Commercial Expressive Activity Program: Collect applications, request approvals, notify security, prints and circulates entry permits for signature, track usage. 
  • Other duties as assigned.

Landscape Operations Support:

  • Assists with daily communication/correspondence with vendors and in-house teams as work orders and requests arise.
  • Assists in gathering, tracking, filing and organizing extra work proposals, approvals, tree pruning schedules, renewals, coding and purchase order creation in SAP.
  • Assists with Landscape budget tracking.  
  • Reviews and approves landscaping invoices up to the level of approval authority.
  • Assists with administering contract bid packages including landscape maintenance, major expense projects, and third-party consulting contracts.
  • Tracks Capital Project progress, completion and invoice payment, including running SAP reports.
  • Assists with monthly water management meetings and invoices vendors and tracks payment of water penalties by each vendor.
  • Uploads and shares spreadsheets related to the TVI mulch program led by the Landscape Director to update cross procurement team. 
  • Other duties as assigned.

Minimum Qualifications:

  • College Bachelor’s Degree preferred.
  • Two years of experience in an administrative support role.  Prior experience in property management or retail administration highly desirable.
  • Proficient in Microsoft Word, Excel, Google, Salesforce, and Outlook.  
  • Excellent verbal and written communication.
  • Team player with excellent interpersonal skills, able to work effectively with patrons,
  • tenants, vendors and team members at all levels of the organization.

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.

Nearest Major Market: Irvine California
Nearest Secondary Market: Los Angeles

Job Segment: Administrative Assistant, Administrative

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