Senior Administrative Coordinator

Construction & Transactions Coordinator (Real Estate Development & Settlement Support)

We are seeking a highly organized and detail-oriented Construction & Transactions Coordinator to support both our pre-construction and contract-to-close operations. This hybrid role bridges construction coordination and real estate transaction management, ensuring projects and deals progress smoothly from early permitting through final closing.

The ideal candidate is proactive, highly organized, and comfortable managing multiple moving parts across construction teams, real estate transactions, municipalities, and external partners. You will work closely with the Director of Construction, Acquisition Managers, title companies, and internal teams to ensure timelines are met and operations run efficiently.

Key Responsibilities

Pre-Construction & Construction Coordination

• Coordinate and manage the permitting and entitlement process for all construction projects, including new builds and renovations
• Work with local municipalities and governing bodies to secure required permits in a timely manner
• Track permit status and proactively follow up to prevent delays in project start dates
• Assist in preparing and organizing pre-construction documents, plans, schedules, and reports
• Ensure all pre-construction tasks (site assessments, utility coordination, etc.) are completed prior to construction start
• Support project managers in confirming materials, resources, and readiness for project kickoff
• Maintain project calendars, task lists, and documentation to track progress and identify risks
• Provide administrative support to the Director of Construction and broader team

Transaction & Settlement Coordination

• Serve as the primary point of contact between Acquisition Managers and title companies throughout each transaction
• Track critical contract deadlines and ensure all parties meet contractual obligations
• Maintain accurate records of deals from contract through closing
• Provide ongoing updates to internal teams regarding key dates, outstanding items, and compliance requirements
• Review and summarize contract terms, contingencies, and timelines
• Assist with drafting, reviewing, and editing contracts and related transaction documents
• Coordinate post-closing activities, including status updates, HUD documentation, and payment processing

Cross-Team Communication & Operations

• Facilitate communication between internal departments and external stakeholders
• Proactively follow up with contractors, vendors, title companies, and team members to ensure timely completion of tasks
• Help coordinate and track budgets, timelines, and project milestones
• Ensure alignment across teams on project goals, schedules, and compliance requirements

Ideal Qualifications

Experience & Knowledge

• 3 years of experience in real estate transactions, title processing, mortgage coordination, construction coordination, or related roles
• Familiarity with permitting, entitlements, zoning laws, and building codes strongly preferred
• Experience in both administrative and project coordination environments is a plus

Skills & Abilities

• Exceptional organizational and time-management skills with the ability to manage multiple projects simultaneously
• Strong written and verbal communication skills
• High attention to detail and strong follow-through
• Proactive, solution-oriented mindset with the ability to work independently
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and project management tools
• Strong interpersonal skills and ability to coordinate across multiple stakeholders

Compensation & Benefits

• Compensation: Competitive salary with experience starting at $70,000
• Health, Dental, and Vision Insurance
• Paid time off and holidays
• Opportunities for professional development and career advancement