Senior Project Administrator (Affordable Housing Renovations)

Overview:

We are seeking a detail-oriented Senior Project Administrator to support the planning, coordination, and execution of property improvement projects across our affordable housing portfolio. This role will assist project managers and asset management teams in tracking renovation projects, managing vendor documentation, maintaining project records, and facilitating communication to ensure projects are delivered on time, within budget, and to quality standards.

Key Responsibilities:

Project Coordination and Support

Assist with developing detailed scopes of work and renovation specifications in collaboration with Asset Management.

Coordinate with vendors, contractors, and design teams to facilitate project milestones and design implementation.

Track multiple concurrent renovation projects, monitoring timelines, budgets, and project documentation. Vendor and Contractor Administration

Support the contractor qualification process, including gathering references, verifying licenses, and ensuring insurance compliance.

Assist with bid collection, bid comparisons, and contract preparation.

Maintain and organize all vendor and contractor documentation, including lien waivers and releases. Project Documentation and Reporting

Maintain accurate records of project costs, bids, and change orders using corporate project tracking systems.

Prepare and distribute regular project status reports to project managers and leadership teams.

Forecast upcoming project needs and assist in budget tracking and spend analysis. Compliance and Regulatory Coordination

Support interactions with city inspectors and enforcing agencies by preparing documentation and assisting with inspection scheduling.

Help ensure project compliance with all regulatory requirements. Meeting Coordination and Communication

Schedule and support coordination meetings with Asset Management, Property Management, and project stakeholders.

Prepare meeting agendas, track action items, and ensure follow-up on project deliverables.

Communicate project updates clearly and effectively to all internal stakeholders. Acquisition Support

Assist in gathering and organizing renovation scopes and preliminary budgets for new property acquisitions as directed by the Acquisition team. Additional Duties

Perform other administrative or project-related duties as assigned to support the project and asset management teams. Preferred Qualifications:

Experience with Yardi, RealPage, SmartSheets, and Microsoft Excel.

Familiarity with affordable housing operations or real estate project management.

Strong organizational skills with a keen attention to detail.

Excellent written and verbal communication skills.

Ability to manage multiple priorities and deadlines in a fast-paced environment.