Provide construction administration services to team of construction Project Managers. Respond to all requests in a prompt and timely fashion. Create budgets, enter purchase orders, write contracts, vendor management and monthly/quarterly reporting. WHAT YOU WILL DO:Create budgets based on project information provided by Project Managers (P - Ms) and ensure timely approval and funding. Manage the approval process for budgets and monitor expenditure against approved budgets. Collect bids from P -... more details
City
Irvine
State
California
Job Location
Irvine Regional Office (Derian)
Position Type
Regular
JOB TITLE: Construction Administrator
JOB SUMMARY:
Provide construction administration services to team of construction Project Managers. Respond to all requests in a prompt and timely fashion. Create budgets, enter purchase orders, write contracts, vendor management and monthly/quarterly reporting.
WHAT YOU WILL DO:
- Create budgets based on project information provided by Project Managers (PMs) and ensure timely approval and funding. Manage the approval process for budgets and monitor expenditure against approved budgets.
- Collect bids from PMs, evaluate bids, and underwrite contracts. Facilitate the approval process for contracts, including review by Directors, Vice Presidents, and Senior Vice Presidents. Coordinate with the Capital Maintenance Administrative Team (CMS Admin Team) for contract execution.
- Enter purchase orders based on information provided by PMs and review open purchase orders. Manage scope changes and budget transfers, obtaining necessary approvals and submitting requests for funding.
- Maintain project trackers for all capital projects, ensuring accurate and up-to-date information.
- Assist with specific projects such as HSF installs and Stainless-Steel Appliances by inputting purchase orders and submitting scope changes for funding.
- Tag unit amenities in ServiceNow based off information PMs provide for the unit and premium.
- Ensure timely collection of invoices from vendors and subcontractors and process payments. Assist with onboarding administrative functions for new vendors and subcontractors.
- Generate monthly, quarterly, and annual reports on project results. Conduct audits of open purchase orders, Yardi unit renovation reports, one-off trackers, and open job reports, reporting findings to PMs and Directors.
- Collect waste manifests from mitigation vendors annually and submit to designated personnel.
- All other duties as assigned.
WHAT YOU WILL NEED:
- Associate’s degree (AA) or equivalent from two-year college or technical school is required or a Bachelor's Degree (BA/BS) from 4-year college or university
- 1 to 2 years of experience in a related role (Finance, Construction Administration)
- Financial reporting and accounting experience, project management skills and administrative skills are required.
- Advanced Yardi and Microsoft Excel skills required.
- Experience with PowerBI preferred.
WHAT THE JOB REQUIRES:
- Work is primarily conducted in an office setting. Requires sitting at a desk or workstation for extended periods. Involves the use of standard office equipment such as computers, phones, and printers.
- Requires the ability to work Mondays through Fridays with in-person office requirements for a minimum of 3 days per week: Mondays, Tuesdays, and Wednesdays, located at Essex's corporate offices in Irvine, Woodland Hills, San Mateo, and Bellevue.
- Requires the ability to sit or stand for extended periods. Minimal physical effort in the day-to-day tasks.
- This role does not require any travel; work is primarily conducted at the office.
WHAT YOU WILL BRING TO THE TABLE:
- Ability to comprehend and interpret instructions, short correspondence, and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisors.
- Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
- Decisions made with a general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may have a short-term impact on co-workers and supervisors.
All full-time regular associates are offered competitive salaries, experience career growth, and are eligible for benefit packages that include medical, dental, vision, paid parental leave, 401k employer match, excellence rewards, wellness programs, and much more. With our Sunday property operations office closures, 10 paid holidays, and 15 PTO days, work/life balance is a priority! Additionally, most positions are eligible for a housing discount of 20%.
Essex provides great communities in which to live, work and invest. We are a purpose-driven company, and we pride ourselves on promoting an internal culture of growth and opportunity by engaging, enabling, and empowering our teams. Working at Essex is not a destination. It is a journey where you can confidently build your career.
The salary range for this position is $79,000.00 - $111,000.00 per year. New hires generally start between $79,000.00 - $96,000.00 per year. The final salary offer will be determined after reviewing relevant factors, including but not limited to skill sets; relevant experience; internal equity; and other business and organizational needs.
This role is also eligible to participate in Essex’s discretionary Annual Bonus program that is commensurate with the level of the position.
