Project Administrative Assistant
Falkenberg/Gilliam & Associates, Inc.
Location
Palm Desert, CA | United States
Job description
The City of Palm Desert is seeking a qualified and experienced Project Administrative Assistant to oversee the management and coordination of projects related to the maintenance of 15 city-owned properties. The successful candidate will play a crucial role in facilitating communication between property managers and vendors, ensuring the successful completion of projects, and maintaining accurate records of property-related activities.
Responsibilities: Vendor Bids and Contract Services: - Review and submit requests for proposals for vendor bids and contract services essential for the upkeep of the 15 properties owned by the City of Palm Desert.
Project Bidding and Scope of Work: - Utilize expertise in project bidding to assess proposals, evaluate the scope of work, and collaborate with vendors to establish comprehensive project plans.
Liaison Between Property Managers and Vendors: - Act as a liaison between property managers and vendors to facilitate effective communication and collaboration throughout the project lifecycle.
Project Monitoring: - Conduct site reviews of ongoing projects, monitoring progress from initiation to completion, and ensuring adherence to project timelines and specifications.
Rent Roll Reporting: - Generate and report rent roll data for the 15 properties from the OneSite Management System every month providing them to the city and housing commission.
Photographic Documentation: - Capture before and after photos of ongoing projects and compile a comprehensive slide presentation for monthly presentations to the City Council.
Stipulation Report: - Prepare and maintain a Stipulation Report outlining the renting requirements for the 15 properties, ensuring compliance with city regulations and standards.
Problem Resolution: - Assist property managers in resolving problems that may arise during project execution or property management.
Vendor Information Management: - Serve as the custodian of all vendor information, maintaining accurate and up-to-date records to ensure a seamless flow of communication and coordination.
Administrative Duties: - Answer phones and provide administrative support as needed to contribute to the efficient operation of the department.
Qualifications: - Bachelor’s degree in Business Administration, Project Management, or a related field. or equivalent experience
- Proven experience in project administration with a focus on project bidding and scope of work creation.
- Excellent organizational and communication skills.
- Familiarity with property management systems and project management tools.
- Proficient in Microsoft Office Suite.
- Ability to work independently and collaboratively within a team.
If you are a detail-oriented individual with experience in project bidding and scope of work creation, coupled with a passion for project administration and property management, we encourage you to apply. Join us in contributing to the maintenance and improvement of the City of Palm Desert's valuable properties.
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