Construction Project Administrator

CONSTRUCTION PROJECT ADMINISTRATOR

Office Operations & Development Project Support

Fort Lauderdale, Florida | Full-Time, On-Site | Reports to SVP, Development

ABOUT MERRIMAC VENTURES

Merrimac Ventures is a multi-strategy real estate investment and development firm focused on ground-up development, opportunistic investments, and core multifamily assets. The firm invests primarily in Florida and the Southeast United States and pursues opportunistic returns across mixed-use, luxury apartments, single-family rentals, hotels, condominiums, retail, office, and self-storage. We will pursue opportunities out of state when the deal size and returns justify the commitment; current markets include Atlanta, Virginia, Arizona, Nashville, Durham, and Telluride.

We are a small, principal-led team. Decisions are made quickly and without layers, which means the person in this seat works directly with the people making them.

THE ROLE

This is a combined role with two halves. The ideal candidate is exceptionally organized, manages competing priorities and deadlines across multiple projects with ease, and brings attention to detail and proactive to identify any missing information or risk mitigation before it becomes an issue.

As Construction Project Administrator, you will provide full administrative and logistical support to every Merrimac development project, from preconstruction through closeout, working day to day with the SVP of Development. As Office Manager, you will keep the office running: ordering supplies, processing bills for approval, and coordinating the day-to-day operations that let a small team move fast.

On the project side, you will manage documentation, scheduling, budget tracking, pay applications, lender draws, and communication between Merrimac's development team, general contractors, consultants, lenders, and partners. You will track progress, maintain compliance records, and keep contracts, change orders, and other project records organized and current. Your work helps keep projects on schedule and within budget while meeting all regulatory and quality requirements.

WHAT YOU WILL DO

Construction Project Administration

• Provide administrative support to the SVP of Development and Development Managers, and coordinate with local governments, general contractors, architects, and engineers throughout all phases of development projects.

• Prepare, process, and track contracts, subcontracts, change orders, and purchase orders.

• Maintain organized project documentation, including drawings, specifications, RFIs, and submittals.

• Assist with budget tracking, invoice processing, and coordination of billing with accounting.

• Schedule and coordinate project meetings, prepare meeting minutes, and distribute relevant project information.

• Communicate with clients, vendors, and subcontractors to obtain documentation, updates, and approvals.

Compliance, Reporting & Closeout

• Track compliance with company policies and contract requirements, and maintain insurance certificates, lien waivers matched to each payment, permits, and other compliance records.

• Maintain and update project management software and logs so that project data is accurate in real time.

• Assist in preparing reports and presentations for internal and client meetings.

• Support project closeout by compiling warranties, operation manuals, and final documentation packages.

• Take on special projects as the office and the development pipeline require.

Office Management

• Order and maintain office supplies, equipment, and kitchen and breakroom inventory, and manage vendor relationships and service contracts.

• Process and pay company bills and recurring expenses on time, track payments, and coordinate with accounting on coding, approvals, and reconciliation.

• Serve as the point of contact for building management, IT, and office service providers, and coordinate repairs, maintenance, and deliveries.

• Answer and route calls, mail, and visitors, and keep the office organized, professional, and ready for lenders, partners, and clients.

• Maintain office filing systems, records, and administrative procedures, and support onboarding of new team members.

WHAT YOU BRING

• Bachelor's degree in construction management, business administration, or a related field, or equivalent experience, preferred.

• Two to four years of experience in construction administration, project coordination, office management, or related roles.

• Organization. Strong organizational and multitasking skills to manage multiple projects and deadlines at the same time.

• Communication. Excellent written and verbal communication skills for coordinating with internal teams and external partners.

• Technical proficiency. Familiarity with construction project management software.

• Attention to detail. A high level of accuracy in document management, data entry, and financial tracking.

• Analytical skills. The ability to review contracts, budgets, invoices, and schedules for inconsistencies or potential issues.

• Team collaboration. Strong interpersonal skills to work effectively with the development team, contractors, consultants, vendors, and city staff, and the flexibility to work in a small team where roles are not rigid.

PREFERRED, NOT REQUIRED

• Experience with Procore or a comparable construction project management platform.

• Familiarity with AIA contract documents, pay applications, lien waiver processes, and lender draw requests.

• Experience in a real estate development or general contractor environment.

• Familiarity with Florida construction permitting and South Florida markets.

SELECTION PROCESS

Candidates who advance past the initial interview may be asked to complete a short practical or skills exercise. The exercise is designed to reflect the actual work of the role, and we discuss it together afterward