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Capex Coordinator

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


Job Details
Reference # 45806
Posted on 24 May 2022
Location(s) Corporate Office - Irvine, CA
Department Administration & General
Career level Entry Level, Experienced (non-management)
Hours/Status Full-time
More details (document)