Office and Project Administrator

Department: Operations

Employment Type: Full Time

Location: NAP Development

Reporting To: Kat Butler

Description

Founded in 1954, North American Properties (NAP) is a privately held, multi-regional real estate operating company with a long history of acquiring, developing, and managing retail, multifamily, mixed-use, and office properties across the United States. NAP Development LLC is a venture office of NAP focused on providing Commercial Real Estate Owner’s Representative services. The team operates in a fully remote environment. This is an entry level job. This associate must reside in the state of Florida. Candidates in Orlando, Florida are preferred.

The Office and Project Administrator serves as the operational backbone of NAP Development LLC. This is first and foremost a broad administrative role, with approximately 75% of the position focused on keeping the day-to-day operations of the office organized, responsive, and running smoothly. Responsibilities include managing correspondence and records, coordinating with vendors and consultants, preparing and routing contracts and other documents, providing notary services, and supporting scheduling and documentation needs across a distributed team.

The remaining 25% of the role provides project administration support, working closely with Project Managers and Partners to help maintain budget tracking, coordinate invoicing, and keep pay application and related project workflows moving accurately and on schedule.

This role is well suited for someone who enjoys taking ownership of the systems and details that keep a small, fast-moving organization operating effectively. The ideal candidate is highly organized, resourceful, comfortable managing multiple priorities, and naturally becomes the person others rely on when they need to find something, coordinate something, send something, or get something signed.

Contributions you will make to our team

General Office Administration

Correspondence and Communications
· Retrieve, sort, digitize, and route all mail received through the office PO Box, ensuring time-sensitive items are directed to the appropriate team member promptly.

· Coordinate internal and external meetings across calendars, time zones, and project locations.

· Arrange business travel and prepare or process expense reports as needed.

· Assist with bank reconciliation and account documentation under management oversight.

Notary Services
· Provide notary services for company documents, contracts, closing packages, lien-related documents, and other business needs.

· Provide mobile/remote online notarization when signers are offsite, with associated costs covered by the Company.

· Maintain required notary records and journals and ensure the notary commission remains current and in good standing.

Records and Document Management
· Own and maintain the Company’s digital filing structure, including naming conventions, folder hierarchy, version control, and access permissions.

· Maintain organized and complete project files, including contracts, change orders, certificates of insurance, permits, correspondence, and closeout documentation.

· Track document expiration dates, including COIs, licenses, W-9s, and permits, and proactively coordinate renewals.

· Implement and maintain appropriate records retention practices across entities and projects.

Vendor and Consultant Coordination
· Collect and verify vendor and consultant onboarding documentation, including W-9s, certificates of insurance, licenses, and other required compliance materials.

· Coordinate new vendor setup with the accounting team.

· Maintain an accurate and current vendor and consultant directory.

· Serve as an administrative point of contact for vendors and consultants as needed.

General Office Operations
· Manage software subscriptions, licenses, and user access for the team.

· Coordinate office, technology, and field supply needs.

· Support administrative and logistical aspects of onboarding new team members.

· Identify opportunities to improve administrative processes, systems, templates, and workflows.

Project Administration Support

Contracts and Subcontracts
· Prepare draft contracts, subcontracts, and related documents using approved Company templates.

· Coordinate agreements through review, signature, and execution and track status through completion.

· Maintain the executed contract repository and monitor renewal, expiration, and other key dates.

· Assist with preparing and organizing exhibits, riders, change orders, and supporting documentation.

Budget and Cost Tracking
· Work with Project Managers to maintain current project budget trackers and cost reports.

· Assist with organizing supporting financial documentation and identifying outstanding or incomplete information.

· Help ensure project-related financial records remain current and consistent with approved budgets.

Payments and Reconciliation
· Process approved payments to vendors and other third parties in accordance with Company procedures.

· Coordinate with Project Managers, onsite staff, subcontractors, vendors, accounting personnel, and other external parties to resolve accounts payable and accounts receivable questions.

· All other responsibilities as assigned.

Skills, Knowledge and Expertise

· 1–3 years of experience in an administrative, project coordination, office management, or similar role; commercial real estate, construction, development, or property management experience is preferred.

· Highly organized and detail-oriented, with the ability to manage multiple projects, deadlines, and changing priorities simultaneously.

· Demonstrated ability to take initiative, assume ownership of responsibilities, and work independently with limited day-to-day supervision.

· Strong written and verbal communication skills with a professional, responsive, and relationship-oriented approach.

· Comfortable working in a fully remote environment while maintaining a consistent and dependable work schedule.

· Strong judgment and discretion when handling confidential company, financial, contractual, and personnel information.

· Proficiency with Microsoft 365, including Outlook, Teams, Word, and Excel, as well as Adobe Acrobat.

· Ability and willingness to learn and effectively use project management, document management, accounting, and other Company systems.

· Current notary commission preferred; willingness and ability to obtain and maintain a notary commission, including remote online notarization capabilities, may be required.

· Resourceful and solutions-oriented, with an interest in continuously improving administrative processes and workflows.

What You’ll Get In Return

At North American, we live our values of Relationships, Ownership, Agility, Strength and Stability, Courage and Creativity, Empowerment and Integrity. North American and its portfolio companies invest first in people, recognizing that our people are our greatest assets. Full-Time associates will receive a competitive compensation package based on the candidate’s experience, they will receive a best-in-class benefit package, and opportunities for continuing professional development.

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