Project Administrator

Atlantic Fields Management LLC; United States; On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Medical, Dental, Vision Benefits

401k Contribution

Paid Time Off & Holidays

Employee meals & incentives

Professional development opportunities

Job summary

Atlantic Fields is seeking a Project Administrator to join the Development/Construction Department outside Hobe Sound, FL. You’ll manage day-to-day project paperwork in Procore, budgets, RFIs, contracts, purchase orders, and invoices to keep the office running smoothly.

You’ll work with the Project Manager to review reports, maintain files, and coordinate with vendors and subcontractors, ensuring accurate documentation and timely communication in a fast-paced environment.

Qualifications

• Bachelor's degree in Construction Management preferred; documented construction experience will be considered in place of a degree
• Minimum 5 years of related work experience with a general contractor or homebuilder
• Working knowledge of Procore, including the ability to build and manage project budgets and process RFIs
• Ability to read and interpret construction plans and specifications
• Competency with Microsoft Office Suite: Excel, Word, Project, and Visio
• Strong organizational skills and attention to detail, with a high level of accuracy
• Ability to communicate effectively and professionally, in written and verbal form, at multiple levels
• Self-motivated multitasker, critical thinker, and strong decision-maker
• Ability to thrive in a fast-paced environment with rapidly shifting priorities, demands, and timelines

Responsibilities

• Create and maintain project budgets in Procore, and keep budget information current as contracts, purchase orders, and invoices are processed
• Process and track RFIs from submission through response, reading and referencing plans and specifications to prepare clear, accurate RFIs and route them to the design team and contractors
• Prepare and draft subcontractor contracts for Project Manager review
• Write purchase orders for Project Manager approval
• Prepare invoices for Project Manager approval: stamp, code, obtain signatures, and process and track through accounting
• Communicate with vendors and subcontractors on procurement-related matters and research materials at the Project Manager's request
• Keep the Project Manager informed by reviewing and analyzing reports and communications, summarizing information, and identifying trends
• Maintain organized project files in Procore and in hard copy, including scanning, printing, filing, and processing incoming and outgoing mail
• Other duties as assigned by management

Skills

Attention to detail

Strong communication

Organizational skills

Multitasking

Self-motivated

Education

Bachelor's degree in Construction Management

5 years construction experience

Tools

Procore

Microsoft Office

Job description

Join the Discovery family, where quality and service are at the heart of everything we do! This role will be located at one of Discovery Land Company’s locations: Atlantic Fields, set outside of Hobe Sound, FL. Atlantic Fields is seeking a Project Administrator to join the Development/Construction Department. The Project Administrator provides administrative and operational support to the assigned Project Manager/Buyer Liaison. This role owns the day-to-day project paperwork in Procore, including budgets, RFIs, contracts, purchase orders, and invoices, and keeps the construction office running smoothly.

Key Responsibilities

• Create and maintain project budgets in Procore, and keep budget information current as contracts, purchase orders, and invoices are processed
• Process and track RFIs from submission through response, reading and referencing plans and specifications to prepare clear, accurate RFIs and route them to the design team and contractors
• Prepare and draft subcontractor contracts for Project Manager review
• Write purchase orders for Project Manager approval
• Prepare invoices for Project Manager approval: stamp, code, obtain signatures, and process and track through accounting
• Communicate with vendors and subcontractors on procurement-related matters and research materials at the Project Manager's request
• Keep the Project Manager informed by reviewing and analyzing reports and communications, summarizing information, and identifying trends
• Maintain organized project files in Procore and in hard copy, including scanning, printing, filing, and processing incoming and outgoing mail
• Other duties as assigned by management

Skills and Qualifications

• Bachelor's degree in Construction Management preferred; documented construction experience will be considered in place of a degree
• Minimum 5 years of related work experience with a general contractor or homebuilder
• Working knowledge of Procore, including the ability to build and manage project budgets and process RFIs
• Ability to read and interpret construction plans and specifications
• Competency with Microsoft Office Suite: Excel, Word, Project, and Visio
• Strong organizational skills and attention to detail, with a high level of accuracy
• Ability to communicate effectively and professionally, in written and verbal form, at multiple levels
• Self-motivated multitasker, critical thinker, and strong decision-maker
• Ability to thrive in a fast-paced environment with rapidly shifting priorities, demands, and timelines

Additional Requirements

• Positive attitude, professional demeanor, and exceptional communication and interpersonal skills to deliver service to members, guests, and team members. Ability to work a flexible schedule, including evenings, weekends, and holidays, and shifts longer than eight (8) hours when business demands require
• Ability to work in a team environment. Ability to stay calm and focused during the busiest of times.
• Ability to read, write, speak, and understand English; additional languages preferred.

Benefits

• Benefits Competitive Pay Medical, Dental, and Vision Benefits 401k Contribution Paid Time Off and Paid Holidays Employee Meals, Referral Incentives, and Recognition Programs Professional development and upward mobility opportunities

Work-Family Culture

About Us Atlantic Fields combines the elegance of “Old Florida” with a carefree ambiance. Atlantic Fields is settled in the heart of Hobe Sound, Florida, and will offer its members the convenience and fun South Florida has to offer, while maintaining the property's rich historic background. Atlantic Fields will offer an intimate community spanning 1,500 acres and is proud to offer its members a Tom Fazio golf course, ocean adventures, an equestrian facility, on-site restaurants, wellness facilities, and more! Our employees use their personal talent, passion, and resources to meaningfully integrate with diverse cultures and communities to provide the highest level of guest service and be a part of creating memorable experiences. For more information about the project - please visit https://discoverylandco.com/our-worlds

Discovery Land Company is a U.S.-based real estate developer and operator of private residential club communities and resorts with a world-renowned portfolio of domestic and international properties. The mission of Discovery Land Company is to create one-of-a-kind environments that provide individuals and families the freedom, security, and resources to learn, grow, and play in some of the most beautiful places in the world.

Discovery Land Company is a U.S.-based real estate developer and operator of private residential club communities and resorts with a world-renowned portfolio of domestic and international properties. The mission of Discovery Land Company is to create one-of-a-kind environments that provide individuals and families the freedom, security, and resources to learn, grow, and play in some of the most beautiful places in the world.

Discovery Land Company and all US-based affiliate companies participate in e-Verify. Please see these notices for more information: Right to Work Notice and E-Verify Participation.