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Administrative Assistant - Fashion Island Hotel

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Date: Feb 11, 2019

Location: Newport Beach, CA, US, 92660

Company: The Irvine Company

Position Summary:

This role is responsible for the daily coordination of maintenance service work and ensuring resident satisfaction.  This role will manage the maintenance process, coordinate follow ups with residents, and ensure responsiveness.  Collaborates with various roles within the company as well as vendors to ensure work is completed effectively and efficiently with the customer experience in mind.

Job Duties:


  • Inputs Maintenance Service Request (MSR) into Corrigo
  • Manage Corrigo dispatch board and Click Scheduler
  • Confirms, schedules and follow ups on all MSR Appointments
  • Communicates with residents regarding MSR Completion
  • Contacts and coordinates work orders with vendors and Service Technicians
  • Communicates with residents and follows through on all On Hold work orders
  • Distributes and manages work orders equally among Service Technicians
  • Manages productivity, turn times, MSR after move in, response time and report to Service Manager, Operations Manager and General Manager
  • Manages Keytrak key logging system
  • Completes all turn over services in Corrigo
  • Tracks and coordinates all Gateway assets
  • Manages the mold remediation process including coordination and communication with vendors, corporate and residents, completing incident reports, following up with the residents, etc.
  • Coordinates, schedules and communicates with residents on preventative maintenance
  • Coordinates and schedules all sprinkler systems throughout the community if applicable
  • Assists with all event set up, break down and staffing
  • Schedules pre-move inspections appointments if needed
  • Manages maintenance related escalations

Minimum Qualifications:

  • 2-3 years of customer service experience
  • High School or equivalent experience preferred
  • Excellent interpersonal communication and negotiation skills. Ability to use appropriate interpersonal styles and methods to customer satisfaction and goal achievement
  • Flexible, resolution minded, adaptable to change, with strong organizational and management skills

About Us:
Fashion Island Hotel (a part of Irvine Company’s Coastal Collection) is located in the heart of Newport Beach and is an oasis of premium coastal luxury - with a pulse.

With stunning city and harbor views, impeccably designed guest rooms and suites, more than 23,000 feet of event space including the largest ballroom in Newport Beach and much more—Fashion Island Hotel is in the center of it all.

Our employee community is comprised of hard-working, dedicated hospitality professionals who deliver genuine, personalized service that stays with guests long after they’ve left. It’s an environment populated with talented, passionate 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: Orange County
Nearest Secondary Market: Los Angeles

Job Segment: Secretary, Hotel, Administrative Assistant, Administrative, Hospitality

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