Administrative Coordinator

Description

We are seeking a detail-oriented and highly organized Administrative Coordinator to provide support to our Development, Studio, and Tenant Construction teams. This role is less traditional than a typical admin position and will focus primarily on managing contracts, documents, and project paperwork, while also assisting with meeting scheduling and organizational coordination across teams.

• Provide timely follow-up to ensure outstanding items are completed.
• Help keep project calendars, deadlines, and key milestones up to date.
• Participate in a reception-coverage schedule.
• Prepare agendas, track action items, and distribute follow-up notes as needed.
• Assist with coordination across multiple teams on development and construction projects.
• Set up new vendors, including collection of W9s and related documentation.
• Collect and manage Certificates of Insurance (COIs) for vendors and partners.
• Assist in creating and maintaining shared filing systems and organizational tools.
• Provide administrative support including mail handling, meal pick-up coordination, and note-taking during occasional meetings with Studio and Leasing.
• Support expense reporting, invoice processing, and related administrative workflows.
• Maintain logs and trackers for contracts, invoices, and project paperwork.
• Ensure documents are properly reviewed, routed for approval, and filed in accordance with company standards.
• Track, organize, and maintain contracts, amendments, change orders, and other project documentation.
• Support processing of service and consultant agreements, along with related change orders.
• Provide meeting support, including preparing hearing materials, pulling relevant documents, and coordinating poster boards for town hearings.
• Partner with teams on architect agreements as needed, while ensuring most documentation remains with the responsible project team.
• Provide occasional backup support to other administrative needs within the teams.
• Coordinate travel arrangements and related expense documentation for Development team.
• Schedule meetings and calls across internal teams and external partners.
• Support Tenant Construction with upkeep of the monthly tracker, which combines Salesforce data with project-specific context for high-priority deals.

Requirements

• Strong written and verbal communication skills.
• Proactive, resourceful, and comfortable working in a fast-paced environment.
• 2+ years of administrative or project coordination experience, preferably in real estate development, construction, or related industries.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with project management or document control software a plus.
• Strong attention to detail with excellent organizational skills.
• Ability to manage multiple priorities, meet deadlines, and work collaboratively across teams.

Benefits

This is an opportunity to play a vital role in supporting multiple departments that shape our development projects from concept through completion. You'll gain exposure to a wide variety of real estate and construction activities while helping the teams stay organized and efficient.

The expected salary range for this position is $65,000-$75,000 per year. Actual compensation will be based on factors such as skills, qualifications, experience, and location. This role is also eligible to participate in our annual bonus program.

Training + Development

Interview process

Visa Sponsorship

Security clearance