Administrative Assistant (Temporary)

Job Locations US-CA-San Bernardino
Job ID
Administrative/ Clerical

About Vanir

Vanir Construction Management, Inc. has been exceeding client expectations for 35 years. Our progressive growth and quality of service has led Vanir to become consistently ranked among the top construction management firms in the nation by Engineering News-Record. As we continue growing into new areas and markets, our focus is to maintain a team of creative, ambitious, and visionary individuals.

Job Description

The Administrative Assistant provides administrative, secretarial support in the areas of reports, clerical tasks, documentation, and office operation functions. Will provide administrative secretarial support in the office, as assigned. Responsible for regular support to assigned tasks of an administration nature that ensure adherence to all pertinent objectives outlined for the support to the entity assigned and/or company. Functions as the administrative support for such procedures as property management, contract administration, and general office support. 


Essential Duties & Responsibilities

  • Assisting Property Maintenance Manager with all tenant request/inquiries to ensure tenant needs are met per the lease
  • Interface and communicate with tenants and vendors on a daily basis
  • Scheduling of all janitorial recurring maintenance per the lease requirements for all properties
  • Assist in coordinating, scheduling, and tracking all work and tenant requests through internal work order system
  • Assist in the ordering of janitorial, office and maintenance supplies for all properties
  • Report and document all incident reports and police reports for all properties
  • Manage the vendor contract process; serve as the primary contact for vendors regarding all maintenance contract issues
  • Maintain and update Contract Management Dashboard
  • Ensure the collection, review, and maintenance of any required certificates of insurance, worker's compensation insurance, and other required documents
  • Correspondence and phone support; fax, email, scanning documents, answering phones and taking messages
  • Greet guests and visitors to office
  • Maintaining schedule for conference room usage
  • Maintaining necessary maintenance, general office, kitchen, and janitorial supplies
  • Coordinate all incoming and outgoing mail through FedEx, UPS, GSO, OnTrac, and any other necessary method.
  • Assist in filing of documents in their physical filing system and e-file
  • Other duties as assigned

Minimum Qualifications

  • 1+ years of experience in business administration or construction, engineering or architectural related position or combined internships is required
  • Advanced computer skills and familiarity with Microsoft Office Suite products is required
  • Must possess knowledge and application of providing administrative support to corporate and construction office procedures, administrative support applications and practices
  • Understanding and capability for effective personnel interactions in professional settings
  • Must have the ability to provide interpersonal and communications skills to effectively communicate in person or via correspondence Capable use of English grammar, proofreading/editing and spelling is required

How to Apply

If you're interested in working for Vanir Construction Management, Inc., please visit our website to learn more and to apply online at


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Persons with medical limitations may, with reasonable accommodations, be capable of performing the duties of this position. Such a determination must be made on an individual basis considering the person's limitations, the requirements of the position, and the company's ability to make reasonable accommodations to the person's limitations.


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