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Project Coordinator & Administrator

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Date: Feb 4, 2019

Location: Irvine, CA, US, 92617

Company: The Irvine Company

Position Summary:

The Project Coordinator & Administrator provides administrative support to VP Operations, CRC, Sr. Director, CRC, Director, Business Systems and Project Managers.  The Project Coordinator & Administrator is also responsible for updating and maintaining the projects in SmartSheets, tracking milestones for all projects, scheduling meetings, taking meeting notes, running reports and facilitating follow up to ensure projects remain on track. Actively facilitates coordination of project deliverables and tracks results for reporting.

Job Duties:

  • Provide administrative support.
  • Assist with overall Customer Resource Center (CRC) Office Management including new hire coordinate, recognition event coordination, office supply management and overall CRC Kitchen/Breakroom maintenance.
  • Facilitate tracking of supplies and restocking for the Customer Resource Center or as directed.
  • Manage project-specific dashboard, ensuring that owner-side information is accurate, complete, and timely.
  • Manage all electronic and hard-copy plans, action items, follow ups, and reports, ensuring proper labeling, organization, updating, distribution, and placement on designated plan folders.
  • Attend weekly Project Management meeting, taking detailed notes and subsequently comparing and analyzing meeting minutes issued by the Project Manager to ensure that the information collected/plan/completed is accurately reflected in all published meeting minutes.
  • Gather, distribute, and maintain detailed schedules issued by the Project Manager.
  • Coordinate, participate, and monitor Project Management Schedule Reviews and report any potential schedule deviations to VP Operations, CRC and/or Director, Business System.
  • Assist the VP Operations, CRC and/or Director, Business Systems in the review, investigation, analysis, and validation of all project directives and potential changes. Facilitate the timely processing of approved changes.
  • Coordinate consultant and in-house CRM work and maintain accurate logs of all gap analyses. Gather, organize, distribute, and file consultant CRM reports.
  • Update, distribute, and maintain dashboard for executive reporting.
  • Distribute office correspondence and communications to department teams related to weekly and monthly status reports.
  • Manage the administration, organization, maintenance, and updating of all project files.
  • Coordinate and schedule mock-ups in accordance project schedule, communicating with the VP Operations, CRC, Sr. Director, CRC, Director, Business Systems and Project Managers and Consultants.
  • Oversee and manage project close out documents, communication letters, and close meetings. Work with the VP Operations, CRC, Sr. Director, CRC, Director, Business Systems and Project Managers.

Minimum Qualifications:

  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
  • Good understanding on Google Suite of applications (i.e. Google Sheets, Docs, Drive, etc.), SmartSheets, ROI modeling and sound writing skills.
  • Bachelor's degree from a four-year college or university, preferably in Construction Management, Real Estate Development, Design, Engineering, or Business Management. 
  • 5+ years project management support, or related experience and/or training, or equivalent combination of education and experience. 
  • Must be organized and capable of managing tasks on multiple, concurrent projects.
  • Must be skilled in reading and interpreting plans and specifications, or must be willing to acquire such skills.
  • Must have excellent oral and written communication skills.
  • Must have well-developed interpersonal skills with the ability to establish highly functional relationships with diverse personalities both within and outside the company.
  • Intermediate Google Suite of Services and SmartSheets

About Us:
Irvine Company is a privately held real estate investment company and master-planner committed to creating and sustaining communities that thrive for generations.

With diversified operations throughout coastal California, Irvine Company plans and brings to life balanced, sustainable communities with a full range of housing, job and retail centers, schools, recreation and permanently preserved open space.

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: Engineer, Administrative Assistant, Office Manager, Real Estate, Design Engineer, Engineering, Administrative, Sales

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