Administrative Assistant- Construction

4 weeks ago

Costa Mesa, United States Ultimate Staffing Services Full time
Job DescriptionJob Description

Leading Hospitality organization in Costa Mesa is in need of a TEMPORARY Administrative Assistant to their Construction department. Must have experience with Architecture or Construction. This role is onsite in Costa Mesa. This is a Temp-opportunity, it could go temp-hire if the role is right for the candidate and for the company. This ROLE IS IN OFFICE.

Position will be responsible for answering phones, interface with tenants, vendors and contractors, process invoices, schedule barricade installation and removal, schedule construction utilities/ fiber and prepare weekly reports.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING (OTHER DUTIES MAY BE ASSIGNED)

Performs a daily walk of the Center to examine storefronts for defects and deficiencies.

Reviews all tenant leases to identify Lease Commencement Dates and Rent Commencement Dates.

Send lease required letters to tenants regarding notification of space delivery, Lease Commencement and Rent Commencement. Dates must be closely monitored to ensure advanced notices required by lease are issued and to ensure all work is on schedule and completed to avoid impact with trigger dates for rent.

Reviews and approves inventory log of all assigned gas, water and electric meters to all tenants in the Center. Interfaces with utility companies to identify assigned meters, installations and placement of any new services or changes in tenant spaces.

Take digital pictures as requested of stores/barricades.

Schedule all barricade installations and removals as well as any required interim movement. Identify paint colors and schedule all painting. It is critical that barricades do not go up too premature or too late.

Take dimensions and provide layouts of proposed barricade to provide to tenant for design of graphic and provide to contractor for installation requirements, distance from store, angles required, door locations, etc.

Contact tenants (new and remodeling) to design barricade graphics. Obtain necessary artwork, issue to appropriate vendor for production, obtain proof and provide to tenant. Once proof is approved send graphics in for full production to appropriate vendor (vinyl, photo-imaging, electrostatic print, etc.), schedule installation of graphic with installers.

Submits night report to on a daily basis to inform them of construction activities and requests for access, after-hours work, lighting and deliveries.

Provide signs as required by lease for relocating tenants or for those tenants whose visibility is blocked by construction barricade, as a back-up to the Marketing Department.

Responsible for checking in/checking out tenant storage spaces per the terms of the lease.

Arrange for floor area certifications on all new construction and remodeled spaces.

Handle a heavy influx of tenant calls for any number of reasons.

Prepares distribution of NDS forms.

Monitors Seasonal stores opening and closing dates for purposes of removal and installation of barricades and possible stanchion signs. Order generic murals to be installed once Seasonal store is closed.

Codes invoices for accounts payable for Tenant Construction Coordinator approval.

Files Notices of Completion once a construction project is finished. Must be filed within necessary legal timeframe to be valid.

EDUCATION AND EXPERIENCE
AA Degree from two-year college and 2-4 years related retail construction or tenant coordinating experience. Proficient in Excel, Word and Outlook.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

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