Integral Northwest is seeking a positive, proactive, and team-oriented Office Manager and Project Coordinator with Construction and Real Estate Development experience. The ideal candidate is a team player with a professional approach, a willingness to learn, and is focused on execution and follow through. This opportunity plays a crucial role in supporting the team: President, Vice President, and Development Manager in leading a growing and stable organization and will have a critical impact on the day-to-day productivity, efficiency, and success of the business.

We are involved in real estate investment and development. Our projects include multifamily, self-storage and industrial projects. The successful candidate will gain insight, knowledge, and exposure to the world of real estate investment, real estate development and business through our lens.

About the role:

Our Office Manager and Project Coordinator will be the primary administrative person on the team and the hub of our management team. You will need to be able to work alone, with little supervision for extended periods of time, work in a methodical and accountable way so that others can rely on your work product, organization skills and follow-up.

The Office Manager and Project Coordinator is someone who can work independently and efficiently, manage time and energy, and prioritize multiple tasks and deadlines effectively. Daily activities include data entry, managing cloud-based filing system, bookkeeping, construction and real estate development project assistance and corporate records administration, supporting the management team, and follow-up with vendors and other consultants. This position requires flexibility, personal accountability, self-management, a high level of emotional intelligence, and exceptional communication skills. We are a small team. This a full time hybrid remote position with requirements to visit and work on Project Sites in the Snohomish County and other jurisdictions in Washington as needed, and the candidate must be willing to meet via Zoom or Teams on a weekly basis for staff meetings.

What you bring:

The ideal Office Manager and Project Coordinator candidate is a forward-thinking professional with a strong business acumen, approaching each task, project, and deliverable – big or small – with a strong sense of urgency. People would describe you as a flexible, agile, resourceful problem solver who is focused on identifying opportunities and implementing solutions. Friendly, professional, and confident in nature, you are comfortable and confident in handling a wide range of responsibilities autonomously and proactively in a complex, fast-paced organization. Most importantly, your winning quality is your unmatched ability to anticipate the needs of leaders with different leadership styles and varying levels of support and requests.

Key responsibilities include but are not limited to:

• Provide direct, collaborative and task prioritized support to the President, Vice President, and Development Manager.
• You must be able to set and meet deadlines, assign responsibilities, monitor, and summarize progress of projects, and follow-up with various team members.
• Compose and correspond with vendors, consultants, management companies and banks regularly.
• Construction Project or Real Estate development assistance :
• Contract administration and Construction File Management (Submittals, RFI’s, Change Orders, ASI’s, Substitution Request, Value Engineering, Lessons Learned, correspondence etc.) Experience with Procore preferred.
• Help streamline and implement simple project management. This will include implementing or refining project tracking for scope, timeline and budget; and updating a master schedule (each project should have this for critical path of project, permits, etc.)
• Support Accounts Payable for Development Manager (Liens, Insurance, Invoice, correct entity billing.)
• Assist the Development Manager, on-site inspections, punch list tracking, problem solving schedule tracking, sequencing, and progress reporting.
• Accounting:
• Accounts Payable and Receivable, in addition to completion of payroll each month.
• Expense Reports: Streamline the expense process for the team by staying organized and ahead of expense report submissions and payments.
• Assemble documents for special projects, Due Diligence, including managing the assembly of financing packages for Purchase and Sale or development deals.
• Assemble documents for use by external Accountants.
• Contract Administration support for Development Manager.
• Office management: Organize and run the virtual office smoothly so it feels natural and effortless for the rest of the team:
• Make sure the file system is maintained, updated and easy to access, and use with privacy and access control maintained.
• Corporate records are maintained consistently.
• Ensure contracts are updated in the file system as changes are made on the same day.
• Insurance administration: Ensure insurance for all projects, corporations, and vendors are updated, reflective of risk and implement follow-up process.
• Streamline processes, procedures, systems and implement best practice.
• Prepare minutes, reports, and presentations:
• Compile and gather data and information required for various projects, reports, and presentations ahead of regularly scheduled meetings; draft detailed notes during the meeting and distribute minutes to all participants as necessary; conduct follow-up on action items if required.
• Prepare financial packages and files for real estate development or investment projects.
• Scheduling & Calendar Management.
• Communication: Engage and interact with all external partners and clients on behalf of the President and Vice President when required; Prepare correspondence and letters that may require a high level of sensitivity and confidentiality.
• Other special projects, as required. No two days are the same!

Our must haves:

• Minimum 5 years of Office Management experience at a senior management or executive level.
• Minimum of 3 years of Project Coordination experience with a focus in Multi-Family, Self-Storage and Industrial projects.
• Minimum of 2 years of Construction Administration, Real Estate Development administration, or related.
• A candidate seeking long term career opportunity.
• Excellent attention to detail.
• Demonstrated proactive approach to problem-solving with strong decision-making capability.
• Proven ability to take assigned projects of different scales from inception to completion.
• Proven ability to handle extremely confidential information with discretion.
• Ability to prioritize tasks and projects to satisfy competing demands.
• Ability to communicate professionally and in a personable manner to our customers, employees, external partners, and other stakeholders.
• Advanced proficiency in Outlook to assist with calendar management.
• Intermediate proficiency in Microsoft (Word, Excel, and PowerPoint), Adobe Acrobat or Foxit, SharePoint, Dropbox, Teams, and Zoom will be considered an asset.
• Understanding of accounting is an asset.
• Your own vehicle to visit the Project Sites.
• It is required, that you are based in Snohomish County, and willing to travel to meetings in Snohomish County and other sites across Washington State as needed.

Desired traits:

• Emotionally mature, upbeat, energetic, friendly, quick learner, and self-motivated.
• Effectively prioritize tasks to meet deadlines and simultaneously make the jobs of those you support easier.
• Excellent organizational skills.
• Project coordination experience preferred.
• Experience with Sage Inacct preferred.
• Academic background in Business, Real Estate, or a related field preferred.
• Able to shift priorities, tasks, and projects with little notice.
• Produce quality and timely work.
• Excellent written, oral, and interpersonal communication skills.

Your rewards:

• Work from home.
• Full time salaried employment, Monday through Friday, 8am to 5pm Pacific Standard Time.
• 10 days PTO package 8 holiday days.
• Simple Plan IRA with Employer Matching
• Medical benefit will be provided as a direct reimbursement.

Who we are:

The story of Integral Northwest is one of entrepreneurship, commitment and a passion for real estate investment and development. Decades in the business have taught us how to create lifestyle communities and tenant-centered projects that are timeless in design and universal in their appeal. Being a forward-thinking company matters to us and influences everything from where we build our projects to the amenities and technologies, we build into them. We are a growth-oriented, real estate development and investment company based in Washington State with a focus on Snohomish, King and Pierce Counties. Our focus is on the development and ownership of residential, commercial, and self-storage projects. To learn more about us and what we do, please visit our website at www.integralnw.com.

Salary

The salary range for the Executive Assistant position is $60,000 - $75, 000 DOE

How to apply:

Please submit a resume and cover letter including salary expectations in a PDF document. No calls, direct emails, or unsolicited services or offers.

All interviews will be conducted via Zoom with one or more Executive Team Members.

The successful candidate will be required to pass a credit check, criminal background check and skills testing.

Job Type: Full-time

Pay: $60,000.00 - $75,000.00 per year

Benefits:

• Paid time off

Schedule:

• Monday to Friday

Experience:

• Office Management: 5 years (Preferred)
• Project coordination: 3 years (Preferred)

Ability to Commute:

• Everett, WA 98208 (Preferred)

Work Location: Hybrid remote in Everett, WA 98208