Administrative Assistant

Location: Bethesda, MD
Schedule: Monday-Friday 8:45 AM - 5:00 PM
Work Arrangement: 100% Onsite
Compensation: $35-$40/hr. + Comprehensive Benefits

About the Opportunity

We are partnering with a well-established real estate development and construction organization with a long history of success to identify an Administrative Coordinator . This position will support a busy construction team responsible for managing retail, mixed-use, and commercial projects across a diverse real estate portfolio.

This role is ideal for someone who enjoys being at the center of operations, thrives in a fast-paced environment, and takes pride in keeping projects organized and moving forward. The successful candidate will become a key resource for project managers, construction leaders, contractors, architects, engineers, and internal stakeholders.

Key Responsibilities

• Prepare construction contracts, professional services agreements, and related project documentation
• Coordinate contract review and approval workflows between project management, accounting, and external partners
• Prepare and process change orders, amendments, and contract modifications
• Track outstanding contracts, change orders, and other project documents to ensure timely execution
• Obtain and manage Certificates of Insurance (COIs) and compliance documentation from vendors and contractors
• Maintain project files and document management systems with a high degree of accuracy and organization
• Scan, upload, file, and archive plans, permits, contracts, and project correspondence
• Assist project managers with document preparation, project administration, and contract management
• Coordinate the distribution of construction plans, permit documents, signage packages, and project materials
• Interface with contractors, architects, engineers, property managers, and internal leadership teams
• Support project teams by ensuring documentation is properly named, stored, and easily accessible
• Assist with administrative coordination for team meetings, project activities, and departmental initiatives
• Help coordinate team-building events, team lunches, and other departmental activities as needed

Qualifications

Required

• 3+ years of administrative support experience, preferably within construction, real estate, engineering, architecture, property management, or a project-based environment
• Experience working with contracts, project documentation, change orders, or similar business documents
• Exceptional attention to detail and organizational skills
• Strong written and verbal communication skills
• Ability to work independently and proactively manage competing priorities
• Professional demeanor and confidence interacting with executives, project teams, and external vendors
• Strong proficiency with Microsoft Office, including Word, Outlook, and Excel
• Ability to learn new processes, systems, and industry terminology quickly

Preferred

• Construction, real estate development, property management, or commercial construction experience
• Familiarity with construction contracts, change orders, permits, and project documentation
• Experience using DocuSign, Bluebeam, or document management systems
• Understanding of construction project workflows and terminology

What Success Looks Like

First 30 Days

• Gain a strong understanding of the organization's projects, processes, and document workflows
• Become comfortable preparing contracts, managing documentation, and supporting project teams
• Build relationships with project managers, construction leadership, and key stakeholders

First 60 Days

• Operate independently with minimal supervision
• Manage contract and change order workflows efficiently
• Serve as a trusted administrative resource for the construction team

First 90 Days

• Fully own assigned processes and administrative responsibilities
• Ensure project documentation is accurate, organized, and readily accessible
• Help improve efficiency and organization across the department

Culture & Environment

This is a collaborative, team-oriented environment where people genuinely enjoy working together. The team is fast-paced, hardworking, and focused on delivering results while maintaining a positive atmosphere. Leadership values individuals who take initiative, communicate effectively, and aren't afraid to ask questions while learning.

The ideal candidate is proactive, personable, highly organized, and takes pride in being the person others can rely on to keep projects and processes running smoothly.

Benefits & Growth

• $35-$40/hr.
• Comprehensive health and wellness benefits
• Free parking
• Strong employee tenure and stability
• Opportunity for long-term growth within the organization
• Exposure to commercial real estate development and construction operations
• A collaborative environment with direct interaction with leadership and project teams

This position offers an excellent opportunity for someone looking to grow their career within construction administration, project coordination, or real estate development operations.