The Construction Assistant performs administrative functions relating to the daily operation of the property, and provides administrative and project support to the Construction Manager and General Manager.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Completes all work in an accurate, thorough and timely manner demonstrating a sound understanding of area of responsibility.
• Research and respond to all customer requests for information, service, or assistance, promptly and thoroughly within one hour.
•Demonstrate professionalism, courtesy, and sensitivity with all customers.
•Appropriately respond to customers.
•Consider customer impact in all actions and decisions.
•Effectively communicate with customers so they know exactly what to expect.
•Develop effective working relationships with customers to establish a point of contact for future requests for information, service or assistance.
•Prepare and/or process purchase orders, work orders, contracts, NTP’s, and LOI letters, accurately and prior to all invoices being received.
•Track contracts, work orders, PO’s and NTP’s, to ensure receipt of signed order and billing from vendor prior to the invoice being received.
•Enter jobs and change orders in accounting system.
•Follow-up with Property Accountant and Tenant Administrator regarding tenant invoicing reimbursements and fees for ownership.
Process all TI reimbursements in a timely manner
•Prepare accurate and timely correspondence to tenants and vendors as directed by Construction Manager.
•Effectively coordinate relationships with those vendor(s) as designated by Construction Manger. Monitor vendor(s) performance to ensure compliance with the specifications/terms of their contract.
•Ensure timely and accurate completion of specific Property Compliance audit recommendations as directed by the Construction Manager.
•Provide accurate and timely status reports to Construction Manager regarding tasks, projects and operational issues. •Effectively cross train with Building Services Coordinator and Tenant Administrators on operational issues as delegated by General Manager to provide greater experience and development.
•Perform daily inspections for areas as designated by Construction Manager; complete accurate and timely work orders for the necessary repairs as approved by Construction Manager; complete accurate and timely inspection forms.
•Maintain current, accurate and complete GC certificates of insurance.
•Review and maintain accurate, current and complete construction files.
•Participate in real estate related classes or seminars in order to gain further experience in the real estate industry, (i.e. Construction, Blue Print Reading, and Accounting, as applicable.)
•Prepare contracts as designated by Construction Manager. Perform all tasks accurately, completely and within designated timeframes.
•The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. •The employee is required to work at a personal computer for extended periods of time as well as talking on the phone for extended periods of time. •In some locations, may need to detect auditory and/or visual emergency alarms.
•Work environment characteristics are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. •The employee works primarily in an office environment.
Essential Skills and Qualifications:
•General knowledge of accounting principles as applied to property management, budget preparation and maintenance of building accounts. •Intermediate to Advanced proficiency with Microsoft Word and Microsoft Excel. •Demonstrated ability to plan and prioritize work activities effectively. Ability to multi-task. •Demonstrated ability to communicate effectively both orally and in writing. •Demonstrated accuracy and thoroughness in work. •Demonstrated ability to manage difficult or emotional client situations effectively. •Demonstrated ability to follow through and achieve results. •Demonstrated ability to refer to established procedures to handle routine tasks, although at times may choose from established alternatives. Will seek manager to provide guidance and/or solve non-routine or more complex tasks. •Familiar with Real Estate and Construction terminology.