Office and Project Administrator

North American Properties•Melbourne, FL

1d•Remote

About The Position

North American Properties (NAP) is a privately held, multi-regional real estate operating company founded in 1954. NAP Development LLC provides commercial real estate owner’s representative services and operates in a fully remote environment. This is an entry-level administrative role for an associate who must reside in Florida; candidates in Orlando are preferred. The Office and Project Administrator serves as the operational backbone of NAP Development LLC. Approximately 75% of the role focuses on general office administration, including correspondence, records, vendor coordination, contracts and documents, notary services, scheduling, and support for a distributed team. Approximately 25% supports project administration in coordination with Project Managers and Partners, including budget tracking, invoicing, payment applications, and related project workflows. The role is suited to a highly organized, resourceful person who takes ownership, manages multiple priorities, and works independently in a remote setting. Full-time associates receive competitive compensation based on experience, a benefits package, and opportunities for continuing professional development.

Requirements

1–3 years of experience in an administrative, project coordination, office management, or similar role.
Must reside in Florida.
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 and a professional, responsive, relationship-oriented approach.
Comfort 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, and Adobe Acrobat.
Ability and willingness to learn and effectively use project management, document management, accounting, and other Company systems.
Willingness and ability to obtain and maintain a notary commission, including remote online notarization capabilities, if required.
Resourceful and solutions-oriented, with an interest in continuously improving administrative processes and workflows.

Nice To Haves

Commercial real estate, construction, development, or property management experience.
Current notary commission.
Residence in Orlando, Florida is preferred.

Responsibilities

Retrieve, sort, digitize, and route mail received through the office PO Box, directing time-sensitive items promptly.
Coordinate internal and external meetings across calendars, time zones, and project locations.
Arrange business travel and prepare or 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, including mobile or remote online notarization when needed.
Maintain notary records and journals and keep the notary commission current and in good standing.
Own and maintain the Company’s digital filing structure, including naming conventions, folder hierarchy, version control, and access permissions.
Maintain complete, organized project files, including contracts, change orders, certificates of insurance, permits, correspondence, and closeout documentation.
Track expiration dates for documents such as COIs, licenses, W-9s, and permits, and coordinate renewals.
Implement and maintain records retention practices across entities and projects.
Collect and verify vendor and consultant onboarding documentation, coordinate new vendor setup with accounting, maintain a current directory, and serve as an administrative contact as needed.
Manage software subscriptions, licenses, and user access; coordinate office, technology, and field supplies; and support onboarding logistics for new team members.
Identify opportunities to improve administrative processes, systems, templates, and workflows.
Prepare draft contracts, subcontracts, and related documents using approved Company templates; coordinate review, signature, and execution; and track status through completion.
Maintain the executed contract repository and monitor renewal, expiration, and other key dates.
Assist with preparing and organizing exhibits, riders, change orders, and supporting documentation.
Work with Project Managers to maintain current project budget trackers and cost reports; organize supporting financial documentation and identify outstanding or incomplete information.
Help keep project financial records current and consistent with approved budgets.
Process approved payments to vendors and other third parties according to Company procedures.
Coordinate with Project Managers, onsite staff, subcontractors, vendors, accounting personnel, and other external parties to resolve accounts payable and accounts receivable questions.
Perform other responsibilities as assigned.