Administrative Coordinator

Overview

Admin coordinator handling contracts, docs, and scheduling for development & construction teams.

Key Responsibilities

• contract management
• document tracking
• meeting coordination
• travel logistics
• expense reporting
• vendor onboarding

Tasks

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

Requirements

• project coordination
• microsoft office
• detail oriented
• prioritization
• proactive
• communication

What You Bring

-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. -Proactive, resourceful, and comfortable working in a fast-paced environment. -Strong written and verbal communication skills.

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Benefits

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. 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.

About Ws Development

-Specializes in creating transformative mixed-use developments. -Blend retail, residential, and office spaces to build thriving communities. -Deliver iconic projects across major U.S. cities, including Boston and Miami. -Known for innovative urban planning, fostering engagement and connection. -Emphasize quality design, sustainability, and community-focused developments. -Expand into hospitality and entertainment sectors beyond retail and residential. -Standout projects include open-air shopping centers, vibrant residential communities, and multi-use developments. -Committed to long-term value creation, making spaces that evolve with community needs.

Sector Specialisms