Director Construction Administrative Operations Full Time

The Director of Construction Administrative Operations will exemplify exceptional leadership skills, a clear vision for operational excellence, and the proven ability to drive execution. This role is an opportunity to shape the success of our construction contracts and administrative teams by ensuring the efficiency and validity of the team’s processes and procedures as well as monthly, quarterly, and annual reporting for the division. This position is not only eager to gain a deep understanding of current and upcoming projects but also thrives on guiding teams, making strategic decisions, and fostering a culture of accountability and collaboration. This role will work closely with staff across all levels to ensure projects are delivered with maximum efficiency and quality while minimizing risk to the company.

WHAT YOU WILL DO:

• Develop and implement strategies to enhance operational performance, ensuring projects are completed on time, within scope, and budget.
• Collaborate with senior management to improve team effectiveness, monitor performance, and optimize processes across the department.
• Demonstrate a deep understanding of the division’s financials, including profit and loss, revenue drivers, cost controls, and job forecasting, and leverage this knowledge to guide decision-making.
• Identify opportunities for process improvements and recommend changes that enhance project outcomes.
• Attract, equip, and develop a high-performing team of contract management professionals, providing guidance on complex issues, fostering professional growth, and aligning team efforts with organizational goals.
• Build a culture of execution, accountability, and pride in quality, ensuring that all team members are motivated and committed to the success of each project.
• Lead, support, and track the progress of multiple projects, ensuring all teams meet deadlines and adhere to project schedules.
• Lead contract negotiations with vendors, suppliers, architects, engineers, and general contractors, ensuring favorable terms and mitigating risks.
• Develop and manage contracts in compliance with legal, regulatory, and organizational requirements, and monitor their performance throughout the lifecycle.
• Oversee the review of vendor invoices, ensuring accuracy, compliance with terms, and alignment with budget constraints.
• Cultivate and maintain positive relationships with key stakeholders, acting as the primary point of contact for contract-related inquiries and negotiations.
• Ensure the accurate creation, maintenance, and distribution of project schedules, forecasts, and progress reports.
• Track project performance, manage resources (including manpower, materials, and equipment), and address any issues promptly to maintain project flow.
• Oversee project closeouts and ensure all necessary compliance documents and records are in place for project handoff.
• Prepare and present regular reports on project status, risks, opportunities, and KPIs for senior management.
• Oversee the procurement and timely delivery of materials, resources, and equipment needed for projects, ensuring that resources are managed effectively and delays are avoided.
• Ensure open and timely communication with site teams, vendors, subcontractors, and other internal stakeholders to resolve concerns and ensure project success.
• Collaborate with project managers to manage project budgets, schedules, and resource allocation, ensuring seamless coordination across teams and stakeholders.
• Monitor contract and project performance to identify potential risks and opportunities, implement strategies to mitigate risks and capitalize on opportunities.
• Establish key performance indicators (KPIs) and metrics to track progress and ensure continuous improvement across the department.
• Stay informed about industry trends, legislative changes, and best practices to anticipate their impact on cost, feasibility, and project execution.
• Foster a collaborative environment across all departments, ensuring smooth communication and effective problem-solving.
• Supervise the collection and coordination of closeout documentation to ensure compliance and proper record-keeping at the conclusion of each project.
• Manage and track multiple ongoing projects, ensuring documentation is accurate, up-to-date, and properly archived.
• Perform any other duties assigned to support the successful execution of construction operations and the achievement of organizational objectives.

WHAT YOU WILL NEED:

• Bachelor’s Degree (BA/BS) from 4-year college or university
• 8-10+ years of demonstrated success in a senior-level construction administration role; minimum of 5+ years of people management responsibility, showcasing the ability to lead cross-functional teams and drive project execution in a commercial or industrial environment.
• Solid understanding of construction processes, including contract management, procurement, and scheduling.
• Advanced proficiency in Microsoft Excel required, intermediate experience with property management software (Yardi preferred).

WHAT THE JOB REQUIRES:

• A strong foundation in multifamily, commercial or industrial construction processes is essential. Your leadership will be instrumental in aligning day-to-day operations with long-term goals, assisting with streamlining workflows, and ensuring the consistent delivery of high-performance results in a reporting package that is professionally and transparently communicated.
• Must be able to operate in a fast-paced work setting. Requires the ability to multitask and adapt quickly to changing priorities. May involve tight deadlines and high-energy work situations.
• Work is primarily conducted in an office setting. Requires sitting at a desk or workstation for extended periods. Involves the use of standard office equipment such as computers, phones, and printers.
• Requires the ability to work Mondays through Fridays with in-person office requirements for a minimum of 4 days per week: Mondays through Thursdays, located at Essex’s corporate offices in Irvine.
• Minimal travel may be required for occasional meetings.

WHAT YOU WILL BRING TO THE TABLE:

• Provide formal supervision to associates within the Contract Management and Construction Administration teams, leading by example and modeling behaviors that are consistent with Essex’s values.
• Communicate effectively with team members, senior management and executives.
• Persuades, influences, or leads others on complex issues of strategic importance to the job area or department.
• Propose and enact improvements of processes and systems to enhance performance of the entire department.
• Proven leadership and team management abilities with the capacity to mentor, motivate, and guide teams to success.
• Solid understanding of the profit and loss statement, revenue, and cost drivers.
• Excellent communication skills including a professional phone presence, strong written and verbal communication, and the ability to clearly convey information to team members, clients, and vendors.
• Be highly organized, detail-oriented, and capable of managing multiple tasks and priorities simultaneously.
• Make informed, thoughtful decisions that have a significant impact on the strategy and results of the department.

Source: Essex Property Trust’s Career Page

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