Office Administrator – Project Administrator

This is a fully remote position, open to applicants in Florida.

📋 Description

• Oversee correspondence, records, mail, and document routing for the office.

• Facilitate internal and external meetings across various calendars, time zones, and project locations.

• Organize business travel arrangements and process expense reports as necessary.

• Assist with bank reconciliation and account documentation under managerial supervision.

• Provide notary services for company documents, contracts, closing packages, lien-related documents, and other business requirements.

• Maintain necessary notary logs and journals, ensuring the notary commission remains current and in good standing.

• Manage and uphold the Company’s digital filing framework, including naming conventions, folder structure, version control, and access permissions.

• Keep comprehensive project files and monitor document expiration dates, renewals, and records retention.

• Gather and verify vendor and consultant onboarding and compliance documentation.

• Facilitate new vendor setup with the accounting department and maintain directories for vendors and consultants.

• Oversee software subscriptions, licenses, and user access management.

• Coordinate office, technology, and field supply requirements.

• Support the onboarding process for new team members and enhance administrative processes and workflows.

• Draft contracts, subcontracts, exhibits, riders, change orders, and related documents.

• Manage agreements through the review, signature, and execution process while tracking completion.

• Maintain the repository of executed contracts and monitor important dates.

• Track project budgets and cost reports in collaboration with Project Managers.

• Organize supporting financial documents and identify any incomplete information.

• Process payments for approved vendors and third parties.

• Address accounts payable and receivable inquiries from internal and external stakeholders.

• Carry out additional responsibilities as assigned.

⛳️ Requirements

• This is an entry-level position.

• Candidates must reside in the state of Florida.

• 1–3 years of experience in an administrative, project coordination, office management, or similar role is required.

• Experience in commercial real estate, construction, development, or property management is preferred.

• Highly organized and detail-oriented, capable of managing multiple projects, deadlines, and shifting priorities simultaneously.

• Must demonstrate initiative, take ownership of responsibilities, and work independently with minimal supervision.

• Strong written and verbal communication skills with a professional, responsive, and relationship-focused approach.

• Comfortable working in a fully remote environment while adhering to a consistent and reliable work schedule.

• Strong judgment and discretion in handling confidential company, financial, contractual, and personnel information.

• Proficiency in Microsoft 365, including Outlook, Teams, Word, and Excel, as well as Adobe Acrobat.

• Willingness to learn and effectively utilize project management, document management, accounting, and other Company systems.

• Current notary commission is preferred; candidates must be willing and able to obtain and maintain a notary commission, including remote online notarization capabilities, if required.

• Resourceful and solutions-oriented, with a keen interest in continuously enhancing administrative processes and workflows.

🏝️ Benefits

• Competitive compensation package based on the candidate’s experience.

• Best-in-class benefits package.

• Opportunities for ongoing professional development.

• Company-covered expenses for mobile/remote online notarization when signers are offsite.