Office Administrator/Project Coordinator

Position Overview

We are seeking a highly organized, detail-oriented, and proactive Office Administrator / Administrative Manager to support the daily operations of our office and serve as a key point of contact for clients, vendors, consultants, city officials, engineers, and other professional partners.

The ideal candidate is dependable, professional, and able to manage multiple priorities with accuracy and follow-through. This position requires someone who can keep the office organized, track important deadlines, follow up on open items, assist with budgets and financial reporting, and ensure that correspondence and administrative matters are handled promptly and professionally.

Experience in land development, real estate, municipal permitting, engineering coordination, construction administration, or a law office is strongly preferred.

Key Responsibilities

The Office Administrator will be responsible for a broad range of administrative, operational, and communication-related duties, including:

* Managing day-to-day office administration and ensuring smooth office operations.

* Tracking and following up on inquiries, pending matters, deadlines, and outstanding tasks.

* Preparing, reviewing, and organizing correspondence, emails, letters, reports, and other business documents.

* Communicating professionally with clients, vendors, city officials, engineers, consultants, attorneys, and other outside parties.

* Maintaining organized files, records, contracts, project documents, permits, approvals, invoices, and related materials.

* Assisting with budget tracking, expense monitoring, accounts payable/receivable coordination, and basic financial reporting.

* Helping oversee budgets, project costs, and profit and loss information as directed.

* Coordinating meetings, calendars, appointments, follow-ups, and internal reminders.

* Supporting land development, permitting, entitlement, or project-related administrative processes, as applicable.

* Maintaining office systems, procedures, supplies, and administrative workflows.

* Drafting and proofreading professional correspondence with strong attention to grammar, accuracy, and tone.

* Assisting ownership or management with special projects, reports, research, and operational needs.

* Serving as a reliable administrative point person to ensure important matters do not fall through the cracks.

Ideal Candidate

The right candidate will be someone who is highly organized, responsive, and capable of taking ownership of administrative follow-up. We are looking for a person who can anticipate needs, communicate clearly, and handle confidential or sensitive matters with professionalism.

The ideal candidate will have:

* Strong organizational skills and excellent attention to detail.

* The ability to follow up consistently and track multiple open items at once.

* Professional written and verbal communication skills.

* Experience handling business correspondence and communicating with outside professionals.

* Comfort working with budgets, invoices, expenses, P&L reports, or basic financial information.

* The ability to work independently and prioritize tasks without constant supervision.

* A professional demeanor when dealing with clients, city officials, engineers, consultants, vendors, and attorneys.

* Strong computer skills, including Microsoft Office, Outlook, Word, Excel, and document management systems.

* The ability to maintain confidentiality and exercise sound judgment.

* A reliable, proactive, and solutions-oriented work style.

Preferred Experience

Preference will be given to candidates with experience in one or more of the following areas:

* Land development

* Real estate development

* Construction or engineering administration

* Municipal permitting or zoning processes

* Law office administration

* Project coordination

* Budget tracking or financial administration

* Professional services office management

Qualifications

* Prior office administration, executive administrative, office management, or project coordination experience required.

* Experience in land development, real estate, engineering, construction, municipal coordination, or a law office strongly preferred.

* Strong proficiency with Microsoft Word, Excel, Outlook, and general office technology.

* Excellent written communication, proofreading, and follow-up skills.

* Ability to manage competing priorities in a professional office environment.

* High level of discretion, dependability, and accountability.

Work Environment

This is a professional office role requiring regular communication, organization, follow-through, and coordination with both internal and external parties. The position is best suited for someone who enjoys structure, accuracy, accountability, and being a central part of office operations.

Pay: $50,000.00 - $54,000.00 per year

Experience:

• land development firm: 3 years (Preferred)
• project management: 3 years (Preferred)

Language:

• Spanish (Required)

Work Location: In person

Salary : $50,000 - $54,000