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Construction Administrator

2 months ago

Los Altos, United States IEC Property Services Corporation Full time $35 - $39
Job DescriptionJob Description

Company Overview:

Interstate Equities Corporation (IEC) is a vertically integrated real estate investment firm specializing in value-add multifamily properties in the Bay Area, and greater Los Angeles and Seattle markets. We focus on creating value through strategic repositioning and property management. IEC Property Services Corporation, our in-house property management company, strives to deliver exceptional customer service while executing property business plans. Founded in 1981, IEC has a proven track record of over 35 years and continues to grow by acquiring new communities and offering development opportunities to our team members.

Job Summary:

As a Construction Administrator at IEC, you will play a key role in supporting our construction Project Managers by managing contracts, change orders, and vendor relationships. You will track unit renovations and ensure that projects run smoothly by leveraging your strong technology skills, particularly with project management software such as Smartsheet and Yardi Job Cost.

Key Responsibilities:

  • Contract & Change Order Management: Oversee the preparation, negotiation, approval, and execution of various contracts, purchase orders, and change orders. Utilize DocuSign for contract management and ensure all documentation is processed efficiently.
  • Vendor Management: Maintain strong relationships with contractors and suppliers. Ensure timely processing of vendor payments and follow up on any outstanding invoices. Verify compliance with project requirements, including insurance and licensure.
  • Unit Renovation Tracking: Keep accurate and detailed records of unit renovations, ensuring that all project milestones are tracked and communicated effectively to relevant stakeholders.
  • Collaboration & Internal Interface: Collaborate closely with the internal operations team, accounting, and vendors for payment processing and contracting. Ensure smooth communication and coordination among all relevant internal teams.
  • RFP and Bid Process: Prepare Requests for Proposals (RFPs), support detailed scope of work development, and manage the bid and selection process. Create contract documents for the selection and award of contractors.
  • Project Administration: Support project cost reporting, scheduling, work breakdown structures, project setup, and closeout. Execute downstream contract administration, including Requests for Information (RFIs), submittals, meeting minutes, change management, and claims mitigation.
  • Documentation & Compliance: Establish, review, and implement project documentation and filing systems. Facilitate project turnover documentation, recordkeeping, warranty, and project closeout processes. Ensure compliance with all project-related activities by consistently applying company policies and procedures.
  • Loan Draw Submittal Packages: Prepare loan draw packages, ensuring all required documentation is complete and submitted in a timely manner.
  • Communication & Coordination: Coordinate project activities and maintain effective communication among all project stakeholders. Prepare internal project meeting agendas and minutes, ensuring timely dissemination of information.
  • Administrative Support: Provide comprehensive administrative support for both field and office project teams. Handle incoming calls professionally and ensure accurate filing and distribution of project correspondence.

Qualifications:

  • Education: Associate’s degree (AA) or equivalent from a two-year college or technical school is required. A bachelor’s degree (BA/BS) from a four-year college or university is preferred.
  • Experience: 1-2 years of experience in construction administration or a related role. Strong experience with contract and vendor management is essential.
  • Technical Skills: Proficiency in Smartsheet or other project management software is required. Excellent computer skills and proficiency in Docusign and Microsoft Office (Word, Excel, Outlook, Onedrive, and Sharepoint)
  • Work Environment: The role primarily involves working in an office setting with standard office equipment. The position requires sitting or standing for extended periods.

Compensation and Benefits:

IEC offers a competitive compensation package, including:

  • Healthcare Coverage: Company-paid premiums at 100% for the employee, with options to buy up.
  • Retirement Plan: 401(k) with a 4% company match.
  • Insurance: Company-paid life insurance and long-term disability insurance with options to buy additional coverage.
  • Paid Time Off: Generous PTO and company-paid holidays.
  • Additional Perks: Employee assistance plan, discounts, and commuter benefits.