Office and Project Administrator


Overview of Job Description

The Office and Project Administrator has primary financial recording responsibility for Development, General Contractor, Office, and related ownership entities. Acting as the liaison between our onsite project teams and accounting department, the Office and Project Administrator coordinates the monthly construction loan draw process in accordance with the requirements of the Construction Loan Agreement. Other duties will include monthly budget tracking and management of our Melbourne, FL office needs.

Duties and Responsibilities

In order to perform daily duties and responsibilities, the Office and Project Administrator must:

Office Coordinator

  • Ensure office is maintained in a professional manner
  • Handle all event management needs
  • Work with vendors to supply sufficient office supplies and third-party services
  • Assist with tracking permits and approval status

Construction Loan Draws

  • Support for loan draws between General Contractor and Developer entities 
  • Consistently communicate with staff on-site, subcontractors, vendors, and external parties to deliver monthly draw requests to the lender
  • Review draw requests
  • Prepare reports for lenders
  • Maintain updated cost records for review of job progress via accounting software

Subcontracts and Accounts

  • Evaluate GC contracts with vendors and subcontractors to ensure budget compliance
  • Setup vendor credit accounts for construction material orders

 Invoices and Pay Applications                                                                      

  • Gathering, organizing, and maintaining invoices for multiple projects
  • Follow up with vendors to ensure invoices are submitted timely to meet established draw deadlines
  • Respond to any billing inquiries
  • Experience with Timberline and TimberScan is strongly preferred

Qualifications and Requirements

  • Excellent administrative capacities, being well organized, detail-oriented, and flexible
  • Experience with AIA pay applications, draw procedures, and project-related account payables
  • Exceptional communication and interpersonal skills with customer service, relationship-driven focus
  • Demonstrate ability to take initiative, assume ownership, and work independently to achieve results
  • Proficient with Microsoft Office suite of products including Word, Excel, Outlook, Adobe, Timberline, and TimberScan
  • Local candidates only should apply, this position is located in Downtown Melbourne, FL
  • Candidate have 1-3 years experience in a similar role in the construction, real estate industry

Compensation and Benefits

North American Properties’ Project Administrator position will include an excellent benefits package that includes medical, dental, life, and 401(k). It will provide a competitive salary based on the candidate’s experience.

About North American Properties

What makes a place great? North American Properties believes that it all comes down to connections—people to each other; cities to their souls; partners to opportunities; and individuals to experiences that move them.

We believe that by fulfilling people’s desire for connectedness, we’re creating happier places and experiences that in turn become more successful environments, more vibrant communities, and ultimately, a better world. Since 1954, we’ve balanced a well-capitalized approach and a keen focus on successful execution with a willingness to question conventional wisdom, reimagining and expanding the possibilities for more than $5 billion of assets across the US.

Whether developing multifamily, mixed-use, office, student housing, hotel, or retail environments, we’re driven to deliver more valuable, meaningful real estate that transforms, inspires, delights, and succeeds by connecting us all with what matters most.

NAP upholds a professional and deadline‐oriented working environment in an office setting.  At NAP we live our values of Relationships, Ownership, Agility, Strength and Stability, Courage and Creativity, Empowerment and Integrity.

North American Properties does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.

Interested candidates should forward their resume and cover letter to with Office and Project Administrator in the subject line.

We look forward to hearing from you!

ESTD 1954
We develop multifamily, mixed-use, office, student housing, hotel and retail environments all over the US. We’ve done it with stability, strength, and a singular focus on people and the way places affect them since 1954.
Developing a Better World