Construction Administrative Assistant

AvalonBay is proud to be named one of Glassdoor's Best Places to Work in 2018.

AvalonBay Communities, Inc. is one of the nation’s leading Real Estate Investment Trusts (REIT’s), in the business of developing, redeveloping, acquiring and managing quality apartment communities in high barrier-to-entry markets of the United States. These markets are located in the Northeast, Mid-Atlantic, Southeast, Pacific Northwest and Northern and Southern California regions of the country. We currently own and operate approximately 82,000 apartment homes in the US and employ approximately 3,000 associates.

We are hiring an Administrative Assistant for our Construction Group in San Jose, CA. We are looking for professional, energetic, enthusiastic, detailed oriented individuals to join our Team.

If you have a positive attitude, exceptional administrative skills, and you are a team player; we would love to hear from you.

This position requires a highly motivated and skilled professional to perform a wide range of high level administrative and project support tasks.

Reporting to a Senior Project Manager, your main priorities will be contracts administration, purchase orders and change orders, and acting as a liaison between subcontractors and AvalonBay.

• In this important role, you will prepare general correspondence such as memos, letters, bid packages, reports, agendas and general correspondence.

• You will also prepare and process subcontractor contracts, change orders, business licenses and insurance certificates.

• As part of the Construction team, you will coordinate with the Project Manager and Superintendent to establish an on-site redev/construction office. Your duties will include setting up phone/electric services, scheduling office equipment, purchasing office supplies and establishing accounts with vendors.

• You will also take a lead role in ensuring that all insurance certificates and business licenses are up-to-date, make sure all lien notices are received and correct prior to processing payments and tracking permits and construction plans.

This individual will act as a gatekeeper and provide administrative support to our Construction teamwithin our corporate office. This includes managing calendars, arranging travel, and reviewing, auditing and processing expense reports and invoices. Other responsibilities include planning and organizing meetings, assisting in vendor management and preparing annual budgets.

Qualified candidates will have a 3-5 years Administrative experience in the construction or related industry. A high school diploma or GED Equivalent is required (bachelor’s degree is preferred).

• We are seeking a dynamic professional with an outgoing personality, positive attitude, and polished negotiation and telephone skills.

• Strong MS Office Suite (Word, Excel, Powerpoint and Outlook) proficiency and prior Timberline experience preferred. Ability to quickly learn new systems, such as Oracle, is strongly desired.
• Ability to read construction drawings is a plus.

• This person will be a self starter, highly organized, have attention to detail, be effective at prioritizing, and will be an excellent communicator (verbal and written).

AvalonBay conducts drug and background screening for all hires. Qualified applicants will be considered for employment consistent with the Los Angeles Fair Chance Ordinance and other applicable state and federal laws.

AvalonBay is an Equal Opportunity Employer.

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