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Capex Coordinator

Company: Pacific Hospitality Group Headquarters
Location: Irvine
Posted on: September 20, 2022

Job Description:

Capex Administrative Assistant

Key responsibilities for this position include:


-Standardize and compile Capex Schedule to track the project status across all properties (smartsheets)

-Standardize and complete budgets for all Capex projects (smartsheets)
-Standardize and complete responsibility matrix for each active capex project
-Review project document requests for and support with internal submittal
-Clarify and report any discrepancies in funds approved by property/ corporate office.
-Keep track of budgets for all projects and prepare budget proposals for corporate office approval.
-Issue periodic reports on status and costs for all Capex projects. Ensure that project status is updated daily. Budget monitoring
-Support with data collection from properties and corporate on Capex
-Provide shipping and receiving support for all samples, keep Design Room orderly
-Manage and improve operational practices
-Formalize policies and procedures for Capex department
-Review and learn to submit RFP for all capex projects, designer, architects, sub-contractor bids, etc.
-Pre-qualify potential Sub Contractors for current or future projects
-Maintain a capex data base of contacts with contract records, bids, etc.
-Gather and compare bids for all capex projects
-Prepare, store, organize and share plans with Sub Contractors and other relevant parties
-Ensure Sub Contractor compliance with Licensing, Insurance, Safety Meetings etc.
-Maintain and update Project schedules
-Support legal with preparation of Subcontracts, Lien Releases and other pertinent documents. Issue follow up signature and maintain records on file.
-Order material when necessary
-Organize and track all project related expenses
-Manage project accounting, process check requests for approved vendor invoices
-Must be fluent with excel
-Must be able to multitask and handle more than one Project
-Ability to juggle and manage multiple tasks and personalities
-Prepare purchase orders, check requests, and track deliveries for internal procurement projects.
-Prepare design specifications and handle CFA's
-Perform work as needed that may be directly or indirectly related to Projects
-Manage photo Library and Asset Management server
-Must maintain a positive work environment
-Arrange staff meetings and schedule appointments
-Strong communicator verbally and in writing. Professional demeanor via phone, and email.
-Work must be accurate with projects submitted on time or ahead of schedule
-High attention to detail
-Additionally, will support scheduling and expenses for capex team
Education and Experience

-Bachelor's degree
-3+ years' experience working on project management, budgets, etc...
Knowledge, Skills, and Abilities

-Strong analytical and problem-solving skills
-Financial and budgetary skills
-Understanding of equipment, component, and instrumentation related to the business
-Good communicator, listener, and presenter

-Highly proficient in Excel, Word, PowerPoint, Adobe, Zoom, Microsoft Teams and Calendar
-Must be willing to provide suggestions on improving the Projects

(ref. 45806)

Keywords: Pacific Hospitality Group Headquarters, Irvine , Capex Coordinator, Other , Irvine, California

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