Office Assistant - Construction Department

For 50 years, Olen has owned, developed, and managed distinctive commercial properties in Orange County, CA. Our portfolio consists of over 6 million sq. ft. of premier office and flex-industrial commercial properties.

Please visit www.Olen.com for more information.

OFFICE ASSISTANT – Construction Department

SUMMARY:

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.

REPORTS TO: Construction Project Coordinator with additional reporting to Director of Construction and Senior VP of Construction

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Maintain and update various Construction Reports
• Create, file and distribute construction-related documents, as needed.
• Review Subcontractor purchase order and change order requests and submit to Director of Construction for approval.
• Prepare purchase orders and change orders
• Set up, maintain and close out of all Tenant Improvement files
• Maintain construction department document filing, as directed
• Create Agenda and take minutes of Tenant Improvement meetings for distribution
• Update and send out Tenant Improvement Weekly Project Reports
• Maintain Project List with current information
• Keep Plan Room neat and orderly
• Work on special projects, as needed
• Travel to jobsites, as needed
• Assist with Corporate Office front desk coverage, as needed
• Other duties as assigned

To perform this job successfully, an individual must be able to perform each essential duty and assigned tasks satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation, which does not impose an undue hardship on the Company, may be made to enable qualified individuals with a disability to perform the essential duties of the job.

• Must possess exceptional oral and written communication and interpersonal skills
• Requires the ability to read and analyze complex reports and interpret business correspondence
• Must have the ability to write comprehensive business correspondence
• Requires the ability to read and interpret construction plans, drawings and specifications
• Must represent the company by maintaining a professional appearance and demeanor at all times

EDUCATION & SKILLS:

• A High School Diploma or GED required. Business school or Associate degree is a plus.
• Strong computer skills including Excel, Word, Outlook and Share Point
• Demonstrates initiative, professionalism, integrity, and exercises confidentiality of all areas of performance
• Knowledge and experience in tenant improvement construction a plus
• Enthusiasm and motivation
• Good customer service and communication skills
• Team player attitude
• Will assist in meeting the company goal of going paperless

CERTIFICATES, LICENSES, REGISTRATIONS:

• Driving is an essential duty of this position: [ X ] Yes [ ] No

Driving is an essential function of this role, as such a Valid Driver’s License and proof of liability insurance is required

LANGUAGE SKILLS:

• Ability to speak, read, write and understand the English language in order to perform the following:
• Read and comprehend simple instructions, correspondence and memos
• Write correspondence and reports
• Effectively present information in one-on-one and small group situations to tenants, subcontractors, vendors and other employees of the Company
• Effectively communicate over the telephone
• The ability to speak Spanish is a plus

MATHEMATICAL ABILITY:

• Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's.
• Ability to perform these operations using units of American currency and weight measurement, volume, and distance.
• Must be able to compute rates, ratio and percentage.

REASONING ABILITY:

• Ability to apply common sense understanding to carry out instruction furnished in written, oral or diagram form
• Ability to deal with problems involving several concrete variables in standardized situations

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation which does not impose an undue hardship on the Company may be made to enable qualified individuals with a disability to perform the essential duties of the job.

While performing the duties of this job, the employee is regularly required to talk, hear, and see. The employee frequently is required to stand, walk, sit, and use hands and fingers to handle or feel objects. The employee is occasionally required to reach with hands and arms, and climb or balance.

The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

MACHINES, TOOLS, EQUIPMENT, AND WORK AIDS UTILIZED IN THIS POSITION (this is not meant to be comprehensive list):

· Copy machine/scanner · Adding machine/calculator · Telephone/Mobile Phone

· Computer & peripherals · Use of software to create electronic files & documents

This position is Full-Time, hourly and located in Newport Beach. This position is required to be in office each day - this is not a hybrid or remote position.

Compensation

The salary range for this position is $58,000 – $62,000 annually is the posted range and is flexible depending upon experience and skill level.

Benefits

• Subsidized health insurance including medical, dental and vision
• Company Paid Life and LTD insurance
• 401(k) Plan including company match
• Paid time off
• Employee Wellness Program
• All other benefits and leaves as required by law
• And so much more!