We are seeking an Assistant Project Manager in our San Diego office. The incumbent will be a highly skilled individual who will provide administrative support in the area of construction and development services. We are seeking a detailed individual who is highly organized to join our growing team.
Essential Duties and Responsibilities:
- Responsible for handling the accounting and finance functions for all projects including but not limited to: accounts payable, budget revisions, contract requests, purchase orders, top sheets, monthly reconciliations, forecasting, cash usage reports, invoice processing, managing payment applications, etc.
- Provide general project support including but not limited to: preparing drafts from templates, collating request for proposals (RFPs), bid packages and proposals, handling various permit matters, developing construction schedules on Microsoft Project, compiling cost spreadsheets on Excel, and reviewing project drawings for consistency with company standards and leasing commitments.
- Provide support for field-related management including verifying existing conditions, performing quality control walks with project teams, vetting logistics plans and interacting with contractors to ensure all projects are managed to company standards.
- Assist in job-specific phases of due-diligence activities, including, but not limited to, coordinating the efforts of third-party consultants with respect to schedule of completing their tasks and arranging their contracts.
- Communicate, interact and further develop beneficial relationships with tenants, contractors, architects, consultants and other project team members.
- Deal tactfully and respectfully with internal and external customers, tenants, visitors, government agencies, vendors, etc.
- Coordinate meetings in Microsoft Outlook and meet and greet high-level clients, tenants and other visitors.
- Attend construction meetings and manage meeting notes and action items.
- Monitors various account balances and activity and prepares reconciliation.
- Represent the company in a positive and professional manner in support of building the Alexandria brand in San Diego.
- Contribute to the successful planning, implementation and documentation of key technical meetings and initiatives.
- Support, train, interface and participate with peers, users and vendors as needed.
- Coordinate with team members to track specific items, meetings or duties they are to be performing.
- Coordinate with other Alexandria offices to ensure compliance with standard procedures (e.g. document management).
- Follow up on issuance and execution of contracts, change orders and CDA’s
- Process all incoming hard copy materials into the proper project filing or action items, including contracts, change orders DDAs and construction invoices.
- Manage consultant and contractor payment applications, including review of invoices for conformance with contract documents.
- File management and support – responsible for organization and upkeep of all files.
- Composes letters and office correspondence, as necessary.
- Provide general support to other groups, as needed.
Skills and Qualifications:
- Bachelor’s degree preferred (particularly in the field of construction management).
- Minimum 4+ years of practical working experience in the development, construction or real estate industry related fields with a demonstrated strong project and construction management background.
- Familiarity with basic construction and real estate process and vocabulary
- Understanding and working experience with construction contract preparation, AIA document forms, construction payment applications, lien waiver review and preparation, certificates of insurance, and other construction related documentation.
- Oral and written communications are required with demonstrated interpersonal skills and ability to interact both internally with other Company members, and externally with tenants, contractors, architects, consultants and other project team members.
- Willing to work as part of a team and support the office as needed.
- Exceptional verbal and written communication and people skills.
- Positive attitude and overall outlook.
- Must be able to build relationships at all levels.
- Highly proficient in Microsoft Office including but not limited to: Word, Excel, PowerPoint and Outlook.
- Ability to work overtime, as needed.
- Highly motivated, responsible and resourceful.
