Tenant Coordination Assistant ($32.21 - $39.33)

Position Summary:

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.

Job Duties:

• 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, 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. (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.)