Land Development Project Administrator

Clayton Homes•Tempe, AZ

8d•Onsite

About The Position

The Land Development Project Administrator provides overall administrative and construction support for the Land Development Department. This role is responsible for coordinating, preparing, and assembling project reports and schedules, estimating and budgeting for property taxes/assessments, and obtaining/tracking bonds. The administrator will also manage requests for proposals/bids, prepare contract packages, enter contracts and budget revisions into accounting systems, and process payments. Additionally, they will coordinate with financial analysts, manage budgets and reporting, obtain and reconcile utility refunds, handle mail distribution, and provide general support to the project team. This includes preparing correspondence, taking meeting minutes, maintaining files and binders, managing office supplies, calendars, and travel arrangements. The role also involves collaborating with other coordinators and staff to share best practices and foster process improvement.

Requirements

High School diploma minimum; some college preferred; college degree desired.
Passionate about assembling, circulating and properly filing complete contract packages according to all internal policies.
Passionate about Budget and Schedule Management.
Detail oriented.
Strong written and verbal communication skills.
Initiative – ability to think, work and make independent decisions based on sound judgment.
Proactive.
Organization, prioritization, follow-up, and time management skills required.
Ability to work well under pressure.
Ability to juggle multiple projects and priorities.
High work tempo and work standards.
Strong customer service focus (both external and internal).
Ability to cooperate and contribute as part of a team.
Extensive computer knowledge in Microsoft Office product suite and DocuSign and contracting/budgeting software such as Enterprise 1, JD Edwards, Kova, Vena, etc.
Proficiency in Microsoft Office Suite, such as Word, Excel, Outlook E-mail, MS Project, Adobe, Teams, Zoom, and DocuSign.
Two years’ experience in an office support position, preferably in land development/home building industry preferred.

Nice To Haves

Real Estate, commercial development, land planning and/or residential land development experience a plus.
Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards.
Ability to maintain regular, punctual in person attendance consistent with the ADA, FMLA, and other federal, state, and local standards.
Must be able to lift and carry up to 25 pounds.
Must be able to talk, listen and speak clearly.

Responsibilities

Coordinate, prepare and assemble project reports and schedules as required.
Coordinate, estimate and budget for Property Taxes/Assessments as required.
Obtain, track and cause exoneration of bonds as required.
Update corporate bond report for each community monthly.
Coordinate, prepare and distribute proper requests for proposal/bids for each community.
Coordinate and prepare contract packages and corresponding budget revision worksheets for all required signatures.
Enter contracts, change orders and approved budget revision worksheets into appropriate accounting systems.
Update and send billing grids to all Trade Partners every month for each project.
Process payments by obtaining all required backup, signatures and lien releases prior to submitting to Accounts Payable (AP).
Coordinate with financial analysts, research and respond to AP questions promptly as necessary.
Coordinate maintenance of budgets and budget reporting as required.
Obtain utility refunds in a timely manner or per forecasted cashflows, code them appropriately and forward them to AP for deposit.
If utility company refunds are granted, reconcile utility refund reports and coordinate with financial analysts as required.
Receive, stamp and distribute mail to appropriate parties.
General support for the project team as needed with various day to day tasks.
Prepare and distribute correspondence as directed.
Attend meetings as necessary, generate proper meeting minutes, and publish/distribute meeting minutes within 24 hours of meeting.
Maintain all files (paper and/or electronic) and accounting binders.
File all plans (paper and/or electronic) as needed including wet stamped final maps/plats.
Maintain office supplies and general office management as required for CD operation.
Maintain calendars and appointments as requested.
Coordinate travel and expense reports as requested.
Travel to communities at the request of the Manager and/or as required.
Collaborate with other Land Development Coordinators, finance and accounting staff as necessary to share best practices and foster process improvement.