Job Description

Urban Atlantic is seeking a Project Assistant Coordinator to provide comprehensive administrative and operational support across multiple departments, including Development, Property, Accounting, New Market Tax Credit, Asset Management, and Finance. This role is 50% administrative support and 50% cross-departmental coordination to assist in real estate development and Asset management functions. 

The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to manage administrative tasks efficiently while supporting the broader needs of the company. We are looking for someone who thrives in a collaborative environment, demonstrates a strong team-oriented mindset, and is willing to roll up their sleeves to tackle tasks both big and small. This position is a great opportunity to gain experience in real estate and development while ensuring the seamless day-to-day operations of the team. 

Key Responsibilities  

Administrative Support (50%)  

• Calendar & Meeting Management  
• Schedule and coordinate internal and external meetings, including preparing agendas and tracking follow-ups. 
• Arrange conference calls, video meetings, and room reservations. 
• Manage and update calendars for managers. 
• Document & File Management  
• Organize, maintain, and update both digital and physical files, including contracts, reports, and project documents. 
• Ensure compliance with company document retention policies. 
• Correspondence & Communication  
• Draft, proofread, and format emails, memos, and other correspondence for internal and external distribution. 
• Serve as the first point of contact for inquiries, directing them to the appropriate department. 
• Assist in preparing and distributing meeting notes and summaries. 
• Office & Supplies Management  
• Order, monitor, and restock office supplies as needed. Lift up to 20lbs 
• Handle office-related tasks, such as mailing, shipping, and document scanning. 
• Coordinate IT support and office maintenance requests. 
• General Administrative Support  
• Main point of contact for Box ShareFile to help mitigate issues and ensure quality compliance for all files and folders. Responsible for maintaining organization, and user support. 
• Support various executives and team members with day-to-day administrative tasks. 
• Handle special administrative projects as needed. 

Project & Departmental Support (50%)  

Development & Project Coordination  

• Assist developers in tracking project milestones, preparing reports, and coordinating with architects, contractors, and consultants. 
• Maintain project schedules, permit logs, and compliance records. 
• Assist in assembling project applications and submission packages. 

Property & Asset Management Support  

• Record Keeping: Manage the filing and sharing of Budgets, Financial Reports, Tax Filings, Insurance Invoices, Misc. Legal Mail, etc.
• Coordination: Support coordination between Owners, Investors, and Vendors on sharing of information (property reports, loan information, JV docs, signature requests, etc.)
• Data Tracking/Consolidation: Perform misc. ad hoc analyses and compiling several sets of data into one or more spreadsheets.
• . 

Finance & Accounting Assistance  

• Review contracts and subscription usage
• Filing state annual reports
• Assist with entity compliance management, including tracking service of process, filing state annual reports, and coordinating entity formations, registrations, and dissolutions 

Cross-Departmental Coordination  

• Act as a liaison between Development, Property Management, Asset Management, and Finance teams to ensure efficient communication. 
• Monitor and follow up on project action items and deliverables. 
• Conduct basic research and compile data for special projects as assigned. 

Qualifications  

• Education: Bachelor’s degree preferred, or equivalent experience in real estate, business administration, or office management will be considered. 
• Experience: 1-3 years in an administrative, real estate, or project coordination role. Prior experience in property development, asset management, or finance is a plus. 
• Skills:  
• Strong administrative abilities with excellent attention to detail. 
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint). 
• Experience with project management or financial software (e.g., Yardi, RealPage, Procore) is a plus. 
• Strong organizational and multitasking skills. 
• Excellent written and verbal communication skills. 
• Ability to handle confidential information with discretion . 
• Self-starter with the ability to work both independently and in a team environment. 

Target Compensation : $60,000 - $70,000 Annual Salary

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