Project Administrator (Real Estate Development)

We are seeking a dynamic, detail-oriented Project Administrator specializing in Real Estate Development to join our team. In this pivotal role, you will serve as the central operational hub connecting developers, trade subcontractors, architects, engineers, field teams, and clients/buyers from project inception through completion.

You will manage the critical backend engine of our developments—combining technical document control, scheduling, and bid administration with direct client selection workflows, change order management, and subcontract compliance. If you bring exceptional organizational habits, data analysis skills, and an energetic approach to driving project success in a vibrant, fast-paced environment, we want to hear from you.

Note: Direct experience in real estate development or general contracting administration is strictly required for this position.

Key Responsibilities

Subcontractor, Contract & Bid Administration

• Contract Administration: Prepare, issue, review, and track contracts, purchase orders, and detailed scopes of work for trade contractors, architects, engineers, and consultants.
• Compliance & Onboarding: Collect, verify, and maintain trade documentation, including Certificates of Insurance (COIs), W-9s, lien waivers, trade licensing, and safety compliance records.
• Estimating & Bid Support: Support construction estimating efforts, assist with cost processes, gather subcontractor bids, and build vendor comparison matrices

Client Selections, Change Orders & Allowance Tracking

• Client & Buyer Concierge: Guide clients through finish selection deadlines (fixtures, finishes, appliances, layout specs) to ensure procurement and construction remain on schedule.
• Change Order Management: Price, draft, issue, and secure formal client/stakeholder sign-offs for change orders and project scope revisions before field execution.
• Budget & Allowance Control: Track allowance allocations, selection overages/credits, and cost variations, issuing clear financial updates to project managers, clients, and accounting.

Project Controls, Scheduling & Document Management

• Document Control: Manage central digital collaboration platforms to organize plans, spec books, RFIs, submittals, meeting minutes, and closing packages.
• Schedule & Milestone Tracking: Partner with Project Managers and field teams to update timelines, track progress, and monitor project milestones
• Cost Metrics & Reporting: Support project planning by tracking budgets, updating schedules, and performing Excel data analysis to compile comprehensive progress reports for stakeholders.
• Communication & Site Coordination: Facilitate daily communication across all internal and external project stakeholders; assist with site inspections, permitting, utility coordination, and safety/spec compliance monitoring when required.

Qualifications & Requirements

• Required Background: Minimum 2–4 years of direct experience in real estate development, land development, or general contracting administration. (Applications without real estate or construction industry experience will not be evaluated.)
• Industry & Contract Knowledge: Strong understanding of real estate development workflows, construction plans, AIA contracts, RFI/change order cycles, lien waiver processes, and buyer selection timelines.
• Communication: Superior verbal and written communication skills for coordinating trade partners, city officials, design professionals, and clients alike.
• Detail & Analysis: Exceptional organizational habits with a proven ability to analyze project data, manage competing priorities, and maintain accuracy under tight deadlines.

What We Offer

• Competitive base salary paired with annual performance bonuses
• Comprehensive health and dental insurance options
• Paid time off (PTO) and paid holidays
• Opportunities for professional growth and advancement into project management or development operations

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• Health insurance

Work Location: In person