Development and Construction Administrative Coordinator

Job Description

The Devcon Administrative Coordinator provides essential administrative support to the Development and Construction teams. This individual ensures the smooth execution of day-to-day administrative functions and plays a key role in organizing information, tracking tasks, and maintaining timely communication to support successful project delivery. The ideal candidate is highly organized, detail-oriented, and responsive in a fast-paced environment.

Essential Duties – Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

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• Provide proactive administrative support across all active development and construction projects, ensuring electronic files, contracts, reports, and correspondence are well-organized and up to date
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• Take detailed notes during internal and external meetings, and help with scheduling, logistics, agenda preparation, and follow-up documentation
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• Monitor project timelines, milestones, and deliverables using internal task management systems to help keep teams aligned and accountable
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• Assist in the submission and tracking of check requests, expense reimbursements, and invoices related to development activities
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• Handle utility account applications, initiate billing setups, and ensure timely payments
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• Provide administrative support for permitting, submittals, entitlements, and municipal coordination efforts
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• Maintain current contact databases and vendor records for the Development and Construction departments
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• Draft, format, and proof routine correspondence and reports as needed
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• Assemble lender and tenant due diligence packages and deliverables under the direction of project leads
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• Review of applications and signage postings
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• Coordinate neighborhood letter mailings in partnership with Development Associates
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• Act as a liaison to streamline document sharing and task coordination between departments (e.g., Development, Construction, Legal)
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• Assist in updating CRM schedules, reporting tools, and internal dashboards to support project visibility
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• Take on other team-supportive administrative tasks and special projects as assigned
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Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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• Must possess excellent communication skills and be able to exchange information with others accurately.
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• Ability to effectively manage and prioritize tasks from multiple stakeholders with varying levels of urgency and importance, while maintaining clear communication and meeting deadlines.
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The ideal candidate should have a positive, can-do attitude and…

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• Be First. Be Fast. Persist. Plain and simple: we’re responsive, quick to action, and we tirelessly fight through everyday challenges.
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• Do More. Be More. We believe that if we’re not exceeding expectations, we’re not doing enough. On every level, we do more because that’s how we’re wired.
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• Be Direct. Show Respect. We’re straight shooters when it comes to our clients and team. Honesty and respect go a long way in the world of business. And life.
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• Be Flexible. Embrace Change. Every day is a new day with new challenges. We know that’s just how the world works. So, we’re always prepared to adapt in order to succeed.
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• Be Inspired. Be Proud. We’re motivated to do work that inspires us. We have pride and passion in everything we do.
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• Say It. Own it. Accountability is key here at SimonCRE. So, we say what we mean and do what we say.
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• Dream Up. Team Up. We dream big and work together to make things happen. Around here we KNOW teamwork makes the dream work.
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• Be Helpful. Build Trust. When people think of us, we want them to think of a company that is nothing but helpful.
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Supervisory responsibilities- None

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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• General office environment
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Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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• Must be able to remain in a stationary position for long periods of time
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• Minimal lifting and carrying up to 25 pounds
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Travel Required- Minimal local travel only

Required Education, Experience, Licenses

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• High school diploma or equivalent required
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• Four-year college degree preferred
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• Proficiency with Microsoft Office, including Word and Excel, as well as calendar management and general technology, is required
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• Experience with Mac iOS is a plus
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• ClickUp experience is a plus
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• Working experience with commercial real estate preferred
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• Valid Driver’s License
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SimonCRE provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Please note 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.