• Office Manager / Administrative Assistant

    Clark Construction Group, LLC Newport Beach, CA 92662

    Job #2101321826

  • Altura, LLC (an affiliate of Clark Construction Group) is an innovative professional services firm focused on improving energy, environmental, and financial performance across all levels of our clients' organizations. We leverage core skills in engineering, building automation systems, data analytics, and environmental program management to build long-term client relationships and transform the building industry. Our 39 team members are located in eight different states across the country, and our main office is in Newport Beach, CA.

    For this position, we are looking for a tech-savvy administrative specialist who enjoys wearing many hats. The successful candidate will report to a Principal of the firm and will be responsible for a dynamic mix of financial reporting, office management, and executive support.

    This position is based in our Newport Beach office and offers a flexible schedule. You will be expected to be in the office at least three days per week and available to be in the office as needed based on team schedules.

    Scope & Responsibilities

    • Manage Newport Beach office - interface with landlord, mailing/deliveries, office supplies, equipment, catering & food/beverage, security

    • Prepare invoice documentation in partnership with project managers

    • Provide operational and logistical support to senior leadership and department.

    • Manage a busy calendar, interacting with both internal and external parties.

    • Deliver exceptional service to all internal and external clients and visitors.

    • Inventory, track, & order office and kitchen supplies; ensure workspace and kitchen are neat, clean, & organized.

    • Manage invoicing and expenses via Coupa system to include VP level expense reports.

    • Run basic financial reports from project management software

    • Follow up with clients on payment of outstanding invoices

    • Property Management Liaison. Ensure rent & utilities are being paid, manage access to parking and suite.

    • Communicate all internal messaging as it relates to the daily operations of Altura's Newport Beach office and region.

    • Handle internal meetings as well as conference room coordination and support.

    • Prioritize and manage multiple projects simultaneously.

    • Maintain accurate documentation and filing systems.

    • Provide support to other members of the department's team as needed.

    • Other duties may be assigned, as necessary.

    Required Qualifications:

    • 3+ years experience in an Office Manager or similar role supporting senior leadership and/or a department.

    • Effective working in a collaborative team environment

    • Excellent listening, communication and writing skills

    • Critical thinker and problem-solver

    • Ability to maintain confidentiality in all aspects of job responsibilities.

    • Ability to juggle multiple competing priorities under deadlines.

    • Highly proficient with basic business software (e.g., GoogleDocs/Sheets, MS Excel, videoconference applications, etc)

    • Ability to navigate online platforms, such as WorkDay, Salesforce, Coupa, & Egencia.

    Key Attributes of Successful Candidate

    We anticipate a candidate will be successful in this role if they have strengths in some of the following areas:

    • Self-Directed: Can-do attitude and the ability to resolve schedule and coordination challenges without significant support

    • Collaborative: Thrives by staying connected and working closely in teams

    • Organized: Detail-oriented with follow through on tasks

    • Confident: Personal confidence and a passion for customer service.