Assistant Project Coordinator - San Diego, United States - Garden Communities CA

Description

SUMMARY:

The Assistant Project Coordinator will utilize their background and experience in buildings and facilities to support the Project Coordinator.

This role will focus on ensuring facilities excellence, collaborating with vendors, administrative support, and ensuring the best practices for purchasing and procurement along with the policies of Garden Communities.

This position will perform a variety of activities related to procuring and purchasing supplies, materials and contract negotiation and work cooperatively with Facilities, Maintenance staff, and vendors.

ESSENTIAL DUTIES & RESPONSIBILITIES:

The Assistant Project Coordinator duties and responsibilities include, but are not limited to, the following:

• Walks properties on a regular basis, as directed by the Project Coordinator, to determine needs as they pertain to repairs and replacements.
• Maintains awareness of future needs at each site and suggests preventative maintenance to assist in maintaining the assets.
• Meets with vendors frequently at the various job sites and completes a walkthrough.
• Initiates and coordinates the Request for Quote (RFQ) and/or Request for Proposal (RFP) for goods, materials, supplies and inventory items.
• Takes photos on site of suggested repairs and replacements from beginning to completion, uploads and labels photos.
• Tracks and maintains progression of scheduled work and provides follow up to the Project Coordinator regularly.
• Researches and evaluates potential suppliers based on price, quality, availability, reliability, production, capability and supplier's reputation and track records.
• Collaborates with Project Manager to negotiate pricing with potential suppliers and existing vendors in order to keep overhead at a minimum.
• Analyzes price proposals and other data and information to determine prices, quality and service are in Garden Communities' best interest. Reviews proposals with Project Coordinator and makes suggestions based on data.
• Reviews and tracks requisition orders to verify accuracy, terminology and specifications.
• Prepares all necessary purchase orders to track and control of materials, supplies and inventory purchases to be issued by the Project Coordinator.
• Prepares, reviews and maintains accurate records.
• Assists in managing electronic and hard copy filing system.
• Assists in business solutions transitioning from old to new procedures.
• Sets up and maintains Shared Contacts database.
• Maintains inventory levels to maximize return on investment. Reorder at the direction of the Project Coordinator necessary.
• Maintains relationship with suppliers to schedule or expedite deliveries, resolve shortages, missed or late deliveries or defective or unacceptable goods and provide suggestions to Project Coordinator when corrective action is necessary.
• Coordinates and performs cycle counts and physical inventory audits.
• Provides customer service and support to internal departments and clients.
• Generates reports as needed or requested.
• Provides support to the Regional Facilities Manager, when requested to ensure continuity.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required.

Reasonable accommodations are available, upon request, to assist qualified persons with disabilities to perform the essential functions of the job, as needed.

EDUCATION/EXPERIENCE:

• Two years related experience and/or training; or the equivalent of education and experience.

TECHNICAL SKILLS REQUIRED:

• To perform this job successfully, the individual should have knowledge of current computer software(s) including but not limited to: Microsoft Office Suite, PDF readers/editors.

PHYSICAL DEMANDS:

• Regularly required to sit and operate standard office equipment, including computers, telephones, copiers, scanner, and do filing. May be required to lift and/or move up to 25 pounds. This role will split time between the office and various construction sites as directed.

COMMUNICATIONS:

• Must be able to communicate effectively (orally and written) in a professional manner on a regular basis with management and coworkers within the company as well as residents and outside vendors. Works well as part of a team. Follows instructions and responds to management's direction.

SUPERVISORY RESPONSIBILITIES:

• This position does not have supervisory responsibilities.

ATTENDANCE AND PUNCTUALITY:

• Is reliable and consistently at work and on time; willing to travel and work evenings, weekends, and holidays as required.

TRAVEL

• Travel may be required within the Southern California Region.

OTHER COMPETENCY REQUIREMENTS FOR EFFECTIVE PERFORMANCE

• An energetic, positive, ethical and enthusiastic leader with strong people management skills. Effective communicator, trainer and motivator. In