Construction Project Administrator

Construction Project Administrator

Reports to: Director of Design and Construction

Location: Brentwood, TN

Date: April 2026

About Us:

Legacy Commercial Property is a rapidly growing, full-service commercial real estate company specializing in leasing, acquisitions, development, construction, and property management of retail centers. Our portfolio spans 700 retail properties and over 6 million square feet across 20 states. With approximately 20 landlord work projects and 10 ground-up retail projects in progress at any given time, Legacy offers a fast-paced, high-volume environment with broad exposure to commercial real estate.

Legacy is headquartered in Brentwood, Tennessee and is part of Highland Ventures, a family-owned management company. Other Highland Ventures brands include:

• Hoogland Restaurant Group – The largest franchisee and operator of more than 125 Marco's Pizza locations
• Highland Pure Water & Ice – Self-service ice and water kiosks located across the real estate portfolio
• Intune Physical Therapy – A rapidly growing physical therapy company

Role Summary:

The Construction Project Administrator is the organizational backbone of Legacy's design and construction department. This is primarily an administrative role — the right candidate is an exceptionally detail-oriented professional who thrives on keeping complex, moving-part projects organized, on schedule, and well-communicated.

You will support a team of 3–4 project managers overseeing 20–30 active projects at any given time. Construction industry experience is not required; what matters most is administrative excellence, comfort with data and spreadsheets, and the ability to communicate clearly and consistently with tenants, vendors, and internal stakeholders.

Responsibilities:

• Own project tracking across all active construction and development projects in Smartsheet — keeping schedules, milestones, and deadlines current at all times
• Send systematic weekly project status updates to tenants and clients via email
• Track and manage critical project dates, permit deadlines, and contract milestones
• Submit and track permit applications across multiple jurisdictions
• Manage billing workflows — coordinate with general contractors to ensure timely invoice submission and processing
• Provide contract support, including organizing term sheets and assisting with contract finalization
• Prepare administrative support materials for Site Investigation Reports on new development projects
• Provide general administrative support to the construction and development team as needed

What we're looking for:

• Exceptional attention to detail — you catch what others miss and take pride in accuracy
• Strong organizational skills with the ability to manage high volumes of information across many simultaneous projects
• Clear, professional written communication; you can translate complex project status into concise, client-ready emails
• Advanced proficiency in Excel — comfortable building and maintaining tracking spreadsheets
• Experience with or ability to quickly learn Smartsheet
• Proactive and self-directed — you follow up without being asked and flag issues before they become problems
• Comfortable working in a fast-paced, deadline-driven environment

Education & Experience:

• Bachelor's degree required
• 1–2 years of administrative, project coordination, or operations experience preferred
• Construction industry background is a plus but not required — we will train the right person

Position type and expected hours of work:

This is a full-time, onsite position located in Brentwood, TN. Days and hours of the week are Monday through Friday, typically 9:00AM to 5:00PM.

Other duties:

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.