Legal & Corporate Properties Administrative Assistant

Job Summary

This position provides administrative support management with duties related to CalPortland's legal department, real estate property portfolio, as well as assistance with facilities management, including repair, maintenance, construction, and related activities.  This role requires exceptional organizational skills, discretion, and the ability to work in a fast-paced and dynamic environment.

Benefits

CalPortland is proud to offer a comprehensive, competitive benefits package that provides health and financial support to our most important resources: our employees. Your benefits are an important part of your overall compensation at CalPortland. That’s why we give you a wide range of benefits to choose from. 

• Medical, Dental, Vision 
  • low-cost premiums even for family coverage
• Company-paid life/AD&D insurance
• Company-paid short-term disability
• Paid sick/vacation/holiday
• 401k/Company Funded Pension Program (program is dependent upon location and job type)
• Employee Assistance Program (EAP)
• Additional voluntary benefits 

Responsibilities

• Handle sensitive information with the utmost confidentiality and professionalism
• Organize, maintain, and manage legal documents and files
• Provide clerical and administrative support to the legal team
• Manage quality control of contract tracking system; keep updated with all property modifications
• Abstract leases/other agreements (critical dates, rent schedules, etc.) and issue forward-looking monthly reports to address all property matters
• Coordinate with relevant internal personnel on matters relating to company properties, including regulatory/governmental, safety, legal, and others, to ensure compliance
• Assist with duties related to the acquisition, sale, and leasing of CalPortland properties
• Vendor Management (contractors, consultants, and other vendors)
• Ensure accounting and local operations teams are kept updated on new/revised information to ensure the accuracy of all systems
• Assist with tenant issues related to maintenance; coordinate vendors as needed
• Assist with developing ongoing maintenance plans for facilities, including budgets
• Perform other duties as assigned by management

Education

Bachelor's degree strongly preferred

Requirements/Qualifications

• Strong financial acumen – comfortable with numbers and spreadsheets
• Strong organizational and interpersonal skills
• Strong oral and written communication skills
• Strong troubleshooting and analytical skills - ability to provide analysis and recommendations for problem-solving and process improvements

Preferred:

• Prior property/facilities management experience 
• Experience with a multi-state portfolio of properties 
• Experience working in a construction materials business or mining/manufacturing
• Experience assisting legal, transactional real estate, property management, and/or construction

Conditions of Employment

Successful candidate must submit to a post-offer pre-employment physical examination, drug/alcohol screen, and background check. Some positions require Federal Motor Carrier Safety Administration (FMCSA) registration/clearance as well as ongoing alcohol and drug testing.

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