Position Description

Development Coordinator/ Office Manager- Allentown, PA
Perot Location HIP-PA-ALT - HIP Pennsylvania - Allentown
Job Code 276
# of openings 1
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Position Summary: This position primarily supports a regional, commercial real estate team in all aspects of site development and construction process.  An ability to understand, monitor and communicate important legal contractual obligations and activities is important.  The role also includes accounts payable/invoice administration relating to construction contracts and commercial lease agreements.  General office management and travel coordination.

Job Requirements

  • Strong organizational and analytical skills, with strong attention to detail.
  • Excellent communication skills (verbal and written).
  • Ability to work multi-task independently and self-manage deadline expectations across a team of independent project managers.
  • Proficiency in office software applications and the ability to learn and use accounting (JDE) platform. 
  • Demonstrate high level of professional demeanor, integrity, ethics and leadership

Development

  • Prepare contractor/consultant agreements, including negotiating form agreement, verifying signature blocks, obtaining insurance and W-9s as needed
  • Work with development team and legal in gathering/coordinating due diligence, including maintaining Box files
  • Bank Loans - Coordinate documentation for lenders/inspectors for each project, including due diligence, utility/zoning verification, etc.
  • Construction – Verify and process monthly pay apps, change orders, lien waivers, etc. for each project, and distribute closeout documents at the end of each project
  • Work with development team and legal (internal and external) in preparing various easements, agreements, etc.
  • Work with development team and corporate in obtaining/renewing/releasing Letters of Credit
  • Participate in weekly Development meetings (regional and corporate), keep task list updated and keep development team on track with tasks
  • Maintain Corporate Critical Dates Report and review weekly for upcoming dates
  • Assist in creation of Broker Agreements and Commission Payments
  • Assist with budgets, tracking expenditures, etc.
  • Assist in preparation of monthly and quarterly reports as requested by Corporate
  • Work with local government agencies and utilities in preparing applications, obtaining permits, etc.
  • Work with Corporate in maintaining Building Database of all projects

Acquisition & Disposition

  • Read, transfer and manage documents and due diligence materials. Arrange inspection appointments with consultants. 
  • Monitor internal correspondence of acquisition and disposition team. Coordinate earnest money deposits. 

Administration

  • Coordinate work tasks and training with peers in other offices ​
  • Code and process invoices and check requests set up new vendors as needed
  • Assist with the preparation, production and organization of documents, correspondence, spreadsheets, reports, proposals, etc. using Word, Excel and PowerPoint
  • Ensure vendor insurance certificates are kept current
  • Maintain electronic and paper filing systems, including sending electronic files to Central Records
  • Maintain kitchen and office supplies, office equipment, janitorial service
  • Liaison with Corporate IT/Security and building maintenance

Marketing & Leasing (cross-train for backup purposes):

  • Maintain marketing materials and assist in updating them as required
  • Assist with preparation of marketing materials, proposals and exhibits as directed by development team
  • Read leases for critical events and coordinate activities and payments accordingly.

Qualifications:

  • Minimum of 5 years’ experience providing administrative support
  • Advanced experience with MS Office Suite
  • General ability to learn and apply new business software, preferred experience with Box, Workshare Compare, JD Edwards and Adobe Creative Suite
  • Strong communication skills, both written and verbal
  • Flexibility/ adaptability
  • Ability to manage multiple tasks at a fast pace
  • Strong organization, planning, and analytical skills
  • Ability to work independently with minimal supervision
  • Real estate or construction experience preferred #ZR
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