CA Corp Construction Office Assistant

Office Assistant – Construction Department Responsible for providing administrative support to the Construction Department as needed. This position is the primary support for the Director of Construction and the Construction Project Coordinator. Location & Position Type Newport Beach, CA. Full‑time. Summary This role provides office and administrative assistance within the Construction Department, including document management, reporting, and coordination of meetings and tenant improvement activities. Reporting Reports to the Construction Project Coordinator and also reports to the Director of Construction and Senior VP of Construction. Essential Duties & Responsibilities Maintain and update various construction reports. Create, file, and distribute construction‑related documents. Review subcontractor purchase orders and change order requests; submit to the Director of Construction for approval. Prepare purchase orders and change orders. Set up, maintain, and close out all tenant improvement files. Maintain construction department document filing as directed. Create agendas and take minutes of tenant improvement meetings for distribution. Update and distribute tenant improvement weekly project reports. Maintain project list with current information. Keep the plan room neat and orderly. Assist with special projects as needed. Travel to job sites as needed. Assist with corporate office front desk coverage as required. Perform other duties as assigned. Qualifications & Skills Exceptional oral and written communication and interpersonal skills. Ability to read and interpret complex reports and business correspondence. Ability to write comprehensive business correspondence. Ability to read and interpret construction plans, drawings, and specifications. Professional appearance and demeanor at all times. Education & Skills High School Diploma or GED required; business school or associate degree a plus. Strong computer skills including Excel, Word, Outlook, and SharePoint. Demonstrates initiative, professionalism, integrity, and confidentiality. Knowledge and experience in tenant improvement construction a plus. Enthusiasm, motivation, good customer service, and communication skills. Team player attitude. Assistance in moving toward a paperless environment. Certificates, Licenses, Registrations Valid driver’s license and proof of liability insurance required. Language Skills Fluent in English (reading, writing, and speaking). Spanish language skills a plus. Mathematical Ability Ability to perform basic arithmetic, including calculations involving currency, weight, volume, and distance. Ability to compute rates, ratios, and percentages. Reasoning Ability Apply common sense to carry out instructions in written, oral, or diagram form. Deal with problems involving several concrete variables in standardized situations. Physical Demands Regularly required to talk, hear, and see. Frequently required to stand, walk, sit, and use hands. Occasionally required to lift up to 10 pounds. Equipment Utilized Copy machine/scanner Adding machine/calculator Telephone/mobile phone Computer and peripherals Software for electronic file creation and document management Compensation Annual salary range $58,000–$65,000, flexible based on experience and skill level. Benefits Subsidized health insurance (medical, dental, vision) Company‑paid life and LTD insurance 401(k) plan with company match Paid time off Employee wellness program Other benefits and leaves as required by law Reasonable accommodation may be made to allow qualified individuals with a disability to perform the essential duties of this job. #J-18808-Ljbffr Olen Properties