POSITION SUMMARY:

Our Client seeks a highly organized and proactive Construction Administration Manager to support the Development and Construction Management Teams with multiple retail ground-up and tenant build-out projects. This role ensures the efficient operation of the department by coordinating projects, maintaining documents, managing communication with various stakeholders, and performing general clerical duties. The ideal candidate will be an excellent communicator, both written and verbal and play a critical role in assisting the team(s) to ensure the successful delivery of retail spaces that meet the Company’s high standards of quality.

INTERFACES WITH:

Development/Construction, Property Management, Legal, Leasing, Acquisitions and Accounting.

RESPONSIBILITIES ON ASSIGNED PROJECTS:

Assist the Development Manager (DM) or the Construction Manager (CM) with the following duties:

• Assist Project Managers with day-to-day administrative tasks for various development and construction projects, including tracking project schedules, budgets, utilities and deadlines.
• Help manage the General Contractor, Tenant and Consultant processes, which may include assisting with bid packages, RFP’s, collecting required documentation, and tracking vendor compliance.
• Support the preparation of development and construction related documents, such as contracts, change orders, purchase orders, and payment applications.
• Coordinate project closeout documentation, including equipment warranties and final lien waivers.
• Establish and maintain comprehensive electronic filing systems for project plans, contracts, permits, and other legal documents.
• Ensure that all documentation is accurately completed and filed in compliance with company policies and legal standards.
• Review, process, and track project-related invoices, ensuring proper coding and timely payment with the Accounting Department.
• Assist with special projects and other administrative tasks as assigned.
• Support Development and Construction Teams in the preparation and issuance of project bid packages to Bidders.
• Procure bid proposals from bidding General Contractors and enter bid numbers on spreadsheet for review by Project Team Members.
• Assist with the bid scope qualification and vetting with Project Team Members.
• Assist in drafting Letter of Intents, Notices to Proceed, Draft Contracts and other project and closing specific documentation in compliance with the overall development schedule.
• Track the Leasing/Development/Construction Schedules and provide required legal notices, as applicable.
• Track force majeure claims and properly notify Tenants and stakeholders of potential project delays.
• Support the Development Managers with property and construction loan closings, including procuring contract assignments, survey revisions, will serve letters and other pertinent documentation predicated upon closing.
• Procure, track and maintain post-closing construction related post- agreements, as applicable.
• Procore and review closeout documents from the General Contractor, ensuring compliance with loan and capital partner agreements.
• Assist with the preparation of change orders to the General Contractor contract.
• Assist Development Managers with the ordering of as-built surveys and 911 Verified Address Plans.
• Track utility meter and account numbers and ensure all meters are transferred into Tenant’s name upon turnover, as well as the utility accounts to remain in Landlord’s name are set up with the Accounting Department.

QUALIFICATIONS:

• Minimum Associate’s degree in Construction Management, Civil Engineering, Architecture or Real Estate related discipline strongly preferred.
• Minimum of 1 to 3 years’ experience in the management of development and construction projects with an emphasis on retail.
• Experience with a general contractor or retail developer is strongly preferred.
• Must possess excellent interpersonal skills and can communicate effectively with all levels of internal and external customers and contractors both verbally and in writing. External customers include contractors, design consultants, construction and RE representatives for national retail, anchor tenants and tenant contractors and consultants, and governmental agencies. Internal customers primarily include investments staff, development accounting, leasing, and property management.   
• Must be highly trustworthy and able to manage confidential and sensitive real estate financial and transactional information appropriately.
• Excellent written and verbal communication, negotiation, and interpersonal skills.
• Excellent organizational and time management abilities with strong attention to detail and the ability to manage multiple projects simultaneously.
• Must be proficient with Microsoft Office software including Excel, Word, and Project. Knowledge of other construction tracking and reporting or job cost software is desirable. Experience with Bluebeam or AutoCAD preferred.

About Poline Search Partners

Poline Search Partners is an international executive search firm specializing in the shopping center industry. We serve property owners, developers, retailers and service providers who are seeking remarkable talent and work to align them with candidates who are eager for new growth opportunities. Since 1979, our team has been connecting companies and candidates with a commitment to integrity and client satisfaction—making us the industry’s most trusted leader in recruitment.

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