Office and Project Administrator

Office and Project Administrator

Department: Operations

Employment Type: Full Time

Location: NAP Development

Reporting To: Kat Butler

Founded in 1954, North American Properties (NAP) is a privately held, multi-regional real estate operating company with a long history of acquiring, developing, and managing retail, multifamily, mixed-use, and office properties across the United States. NAP Development LLC is a venture office of NAP focused on providing Commercial Real Estate Owner’s Representative services. The team operates in a fully remote environment.

The Office and Project Administrator serves as the operational backbone of NAP Development LLC. This is first and foremost a broad administrative role, with approximately 75% of the position focused on keeping the day-to-day operations of the office organized, responsive, and running smoothly. Responsibilities include managing correspondence and records, coordinating with vendors and consultants, preparing and routing contracts and other documents, providing notary services, and supporting scheduling and documentation needs across a distributed team.

The remaining 25% of the role provides project administration support, working closely with Project Managers and Partners to help maintain budget tracking, coordinate invoicing, and keep pay application and related project workflows moving accurately and on schedule.

This role is well suited for someone who enjoys taking ownership of the systems and details that keep a small, fast-moving organization operating effectively. The ideal candidate is highly organized, resourceful, comfortable managing multiple priorities, and naturally becomes the person others rely on when they need to find something, coordinate something, send something, or get something signed.

General Office Administration

Correspondence and Communications

• Retrieve, sort, digitize, and route all mail received through the office PO Box, ensuring time-sensitive items are directed to the appropriate team member 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.

Notary Services

• Provide notary services for company documents, contracts, closing packages, lien-related documents, and other business needs.
• Provide mobile/remote online notarization when signers are offsite, with associated costs covered by the Company.
• Maintain required notary records and journals and ensure the notary commission remains current and in good standing.

Records and Document Management

• Own and maintain the Company’s digital filing structure, including naming conventions, folder hierarchy, version control, and access permissions.
• Maintain organized and complete project files, including contracts, change orders, certificates of insurance, permits, correspondence, and closeout documentation.
• Track document expiration dates, including COIs, licenses, W‑9s, and permits, and proactively coordinate renewals.
• Implement and maintain appropriate records retention practices across entities and projects.

Vendor and Consultant Coordination

• Collect and verify vendor and consultant onboarding documentation, including W‑9s, certificates of insurance, licenses, and other required compliance materials.
• Coordinate new vendor setup with the accounting team.
• Maintain an accurate and current vendor and consultant directory.
• Serve as an administrative point of contact for vendors and consultants as needed.

General Office Operations

• Manage software subscriptions, licenses, and user access for the team.
• Coordinate office, technology, and field…