Office Administrator – Project Administrator

🔥 11 minutes ago

🐊 Florida – Remote

🐊 Florida – Remote

⏰ Full Time

🟢 Junior

👷‍♀️ Project Manager

🚫👨‍🎓 No degree required

👻 Ghost score 15%

What it means: the chance that no one is really hiring for this job.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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North American Properties

WebsiteLinkedInAll Job Openings

201 - 500 employees

Founded 1954

🏠 Real Estate

🛒 Retail

🏨 Hospitality

Real Estate • Retail • Hospitality

North American Properties is a U. S. -based real estate development, management, and investment firm. Since 1954 the company has developed, managed, and invested in a wide range of property types — including multifamily and student housing, mixed-use developments, retail and grocery-anchored shopping centers, hotels, offices, and condominiums — with projects across the United States. NAP also operates a capital/ventures arm, leads investments alongside institutional partners, and maintains regional offices (for example Cincinnati, Dallas, and Ft. Myers).

📋 Description

• Manage correspondence, records, mail, and document routing for the office • Coordinate internal and external meetings across calendars, time zones, and project locations • Arrange business travel and process expense reports as needed • Assist with bank reconciliation and account documentation under management oversight • Provide notary services for company documents, contracts, closing packages, lien-related documents, and other business needs • Maintain required notary records and journals and keep the notary commission current and in good standing • Own and maintain the Company’s digital filing structure, naming conventions, folder hierarchy, version control, and access permissions • Maintain complete project files and track document expiration dates, renewals, and records retention • Collect and verify vendor and consultant onboarding and compliance documentation • Coordinate new vendor setup with accounting and maintain vendor and consultant directories • Manage software subscriptions, licenses, and user access • Coordinate office, technology, and field supply needs • Support onboarding of new team members and improve administrative processes and workflows • Prepare draft contracts, subcontracts, exhibits, riders, change orders, and related documents • Coordinate agreements through review, signature, and execution and track completion • Maintain the executed contract repository and monitor key dates • Maintain project budget trackers and cost reports with Project Managers • Organize supporting financial documentation and identify incomplete information • Process approved vendor and third-party payments • Resolve accounts payable and accounts receivable questions with internal and external stakeholders • Perform other responsibilities as assigned

🎯 Requirements

• Entry-level position • Must reside in the state of Florida • 1–3 years of experience in an administrative, project coordination, office management, or similar role • Commercial real estate, construction, development, or property management experience preferred • Highly organized and detail-oriented, with the ability to manage multiple projects, deadlines, and changing priorities simultaneously • Ability to take initiative, assume ownership of responsibilities, and work independently with limited day-to-day supervision • Strong written and verbal communication skills with a professional, responsive, and relationship-oriented approach • Comfortable working in a fully remote environment while maintaining a consistent and dependable work schedule • Strong judgment and discretion when handling confidential company, financial, contractual, and personnel information • Proficiency with Microsoft 365, including Outlook, Teams, Word, and Excel, as well as Adobe Acrobat • Ability and willingness to learn and effectively use project management, document management, accounting, and other Company systems • Current notary commission preferred; willingness and ability to obtain and maintain a notary commission, including remote online notarization capabilities, may be required • Resourceful and solutions-oriented, with an interest in continuously improving administrative processes and workflows

🏖️ Benefits

• Competitive compensation package based on the candidate’s experience • Best-in-class benefit package • Opportunities for continuing professional development • Company-covered costs for mobile/remote online notarization when signers are offsite

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