Candidates

Construction Administrator

San Diego, CA

A commercial real estate owner and manager is looking for a Construction Administrator to provide lead administrative support in the construction department, working closely with the Construction Managers on their assigned projects. It is a dynamic position that acts as the main interface with the Accounting Department in the maintenance of all accounting records for construction projects and which supervises the Construction Administrative Assistants.

Responsibilites

• Processing contracts, purchase orders and vendor change orders

• Processing vendor invoices - contacting vendor for invoice revisions, payment status inquiries and questions, properly codes invoices for CM/REM approval.

• Processing monthly draws- collecting vendor releases, preparing draw before the deadline date and send to client and/or bank for payment.

• Acts as main interface with Accounting Department in the maintenance of accounting records for

• construction projects.

• Oversees responsibilities of the Construction Administrative Assistant(s).

• Participates on job walks and meets with vendors for bid review and estimates as needed.

• Involved with the job “kick off” meeting with architects, contractors and clients.

• Meets with inspectors for project permitting as needed.

• Attends weekly job status meetings with vendors, clients, Architects and General Contractors.

• Obtains and collects sample boards, submittals, drawings and cut sheets.

• Assists Construction Managers to generate budgets for new projects.

• Obtains insurance certificates and W-9 forms for new vendors and updates current forms.

• Sets up all utilities for new projects.

• Requests bids from contractors and consultants.

• Prepares close-out packages for each project which include the following:

• Collect warranties from General Contractor and vendors.

• Collect O & M manuals from General Contractor.

• Collect final releases from General Contractor, Subcontractors, and Vendors along with contact information.

• Collect certificate of occupancy.

• Collect final inspection cards.

• Types, thoroughly proofreads, and photocopies all correspondence for all assigned individuals.

• Transmits all interoffice documents in appropriately colored folders

• Faxing, scanning, filing, email correspondence, photocopying, and courier service set up for plans.

• Maintain chronological draw and vendor files.

• Sorts and distributes mail to assigned individuals within the Construction department.

• Updates construction vendor addresses in outlook.

• Maintains good relations with all vendors and/or tenants.

• Responds to all telephone calls promptly, but in no case later than 24 hours.

• Answers vendor and/or tenant calls. Logs and responds to requests.

• Assists in preparation of due diligence books.

• Processes expense reports for Construction Managers.

• Immediately delivers to the Chief Operating Officer or MD any lawsuit filed against the CM/CA/AA or company

Requirements

• Previous office and construction experience as determined by Firm.

• Real estate license preferred.

• Competency in general office procedures.

• Competency in construction accounting.

• Competency in all utilized computer programs and functions necessary to perform construction administration functions.

• Competent in verbal and written communication.

• Problem solving ability.

• Organization and accuracy of work.

• Ability to effectively manage multiple tasks and duties timely and accurately.

• Attitude and teamwork with all professional relationships, both internal and external.

• Professional demeanor and courtesy.