Real Estate Administrative Assistant

Express Oil Change & Tire Engineers; Hoover (AL); On-site; USD 42,000 - 62,000; Full time

Job summary

Express Oil Change & Tire Engineers is seeking a Real Estate Development Coordinator/Administrative Assistant to join our Real Estate Development team. You will support Project Managers and leadership, ensuring external consultants—from civil to architectural disciplines—move in sync to meet deadlines and regulatory requirements.

Responsibilities include coordinating communications, tracking deliverables, assisting with RFPs, monitoring permits, preparing meeting materials, and maintaining

Qualifications

• Bachelor’s degree in Real Estate, Construction Management, Architecture, Urban Planning, Business Administration or like field of study.
• 2+ years of professional experience in real estate development, civil engineering coordination, or a related construction field.
• Proficiency in Project Management software (MS Project, Smartsheet, or Monday.com).
• Familiarity with reading site plans, surveys, and architectural drawings.
• Strong command of MS Office Suite (especially Excel).

Responsibilities

• Bridge Communications: Act as the primary point of contact for external consultants, including Civil, Structural, Environmental, and Geotechnical engineers, as well as Architects.
• Deliverable Tracking: Ensure all 3rd-party reports and site plans are submitted on time and meet company standards.
• Contract Administration: Assist in drafting RFPs (Request for Proposals), reviewing bids, and processing consultant invoices.
• Permit Tracking: Monitor the status of building permits, zoning applications, and utility connections with local municipalities.
• Meeting Representation: Assist Project Managers in preparing materials for Planning Commission or City Council meetings.
• Compliance: Maintain organized records of all municipal approvals and conditions of development.

Education

Bachelor’s degree in Real Estate, Construction Management, Architecture, Urban Planning, Business Administration or like field of study

Tools

MS Project

Smartsheet

Monday.com

Job description

We are seeking a highly organized and proactive Real Estate Development Coordinator/Administrative Assistant to join our Real Estate Development team. You will serve as the "connective tissue" of our development projects, providing critical support to Project Managers and RE Development Leadership. Your primary focus will be ensuring that the complex web of 3rd-party consultants—from civil engineers to architects is moving in sync to meet project deadlines and regulatory requirements.

Responsibilities include (but are not limited to):

• Bridge Communications: Act as the primary point of contact for external consultants, including Civil, Structural, Environmental, and Geotechnical engineers, as well as Architects
• Deliverable Tracking: Ensure all 3rd-party reports and site plans are submitted on time and meet company standards
• Contract Administration: Assist in drafting RFPs (Request for Proposals), reviewing bids, and processing consultant invoices
• Permit Tracking: Monitor the status of building permits, zoning applications, and utility connections with local municipalities
• Meeting Representation: Assist Project Managers in preparing materials for Planning Commission or City Council meetings
• Compliance: Maintain organized records of all municipal approvals and conditions of development

Project Operations & Scheduling

• Milestone Tracking: Maintain and update master project schedules, alerting leadership to potential delays or "bottlenecks"
• Document Control: Manage the "Project Room" or digital filing system (e.g., Procore, Bluebeam, or SharePoint) to ensure the latest drawing sets are available to all stakeholders
• Reporting: Prepare weekly or bi-weekly project status reports for executive review

Position Requirements:

• Bachelor’s degree in Real Estate, Construction Management, Architecture, Urban Planning, Business Administration or like field of study
• 2+ years of professional experience in real estate development, civil engineering coordination, or a related construction field
• Proficiency in Project Management software (MS Project, Smartsheet, or Monday.com)
• Familiarity with reading site plans, surveys, and architectural drawings
• Strong command of MS Office Suite (especially Excel)
• The "Hustle" Factor: Ability to push 3rd parties for answers without damaging professional relationships
• High attention to detail—missing a single municipal deadline can cost the project months
• Comfortable shifting gears between a high-level design meeting and a granular discussion on soil compaction reports
• Detail-oriented, proactive, and highly organized