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> SENIOR DEVELOPMENT ADMINISTRATOR
Role Overview
The role of Senior Project Administrator is to provide support to the Land Development department through a variety of avenues including but not limited to financial documentation, contract preparation and execution, handling of PSA’s, administrative tasks for department and executive team, timely correspondence, and documenting systems and processes department wide.
The Senior Development Administrator provides operational, financial, contractual, and administrative support to the Land Development department. This role is responsible for managing financial documentation, consultant and contractor agreements, bonding and insurance coordination, permit tracking, HOA formation and oversight, PSA administration, and cross-departmental project coordination.
This position plays a critical role in ensuring Romano Capital’s development projects are administratively organized, contractually sound, financially documented, and procedurally compliant from acquisition through closeout. The Senior Development Administrator works closely with Project Managers, Accounting, Legal, Consultants, Title/Escrow, and Executive Leadership to maintain accuracy, accountability, and efficiency across all active projects.
Supervisory Responsibilities:
This position does not have direct reports but provides leadership and process oversight within the Development Department.
> JOB DESCRIPTION
Duties / Responsibilities
Financial tasks:
• Support the department in cash flow forecasting and related financial tracking.
• Process AIA billings, lien waivers, intent-to-lien tracking, and related documentation.
• Oversee routing of development invoices to accounting for timely payment.
• Provide backup support for monthly invoice processing.
• Track financial documentation to ensure accuracy and completeness across projects.
Contract and Consultant Management:
• Coordinate consultant agreements, work orders, and change orders.
• Manage signature routing and execution of contracts.
• Maintain contract trackers and reporting systems.
• Coordinate vendor onboarding including W-9s, insurance certificates, and compliance documentation.
• Track deliverables and ensure contractual obligations are documented and fulfilled.
Bonding, Insurance and Permitting Coordination:
• Coordinate bonding requirements, including tracking, renewals, and closeouts.
• Assist with project insurance coordination and compliance.
• Coordinate permit submittal, payment, tracking and compliance
Deal Level Administration:
• Manage PSA tracking for acquisitions and dispositions.
• Support the department in creation, execution and tracking of PSA documentation, amendments, and addendums.
• Maintain closing checklists and coordinate with Title/Escrow.
• Manage plat recording documentation and compliance.
• Log, track, and file all sales-related documentation.
• Coordinate closing-related internal tasks as directed by management.
HOA & Property Coordination:
• Coordinate HOA formation including state filings, governing documents, budgets, and reserve studies.
• Serve as liaison with association managers and attorneys.
• Prepare required document packages for lenders and real estate agents.
• Coordinate common area maintenance and amenity oversight.
• Support property coordination tasks for Romano-managed assets as needed.
General Administrative and Executive Support:
• Prepare meeting agendas, record minutes, and manage task tracking systems.
• Maintain Smartsheet or internal tracking systems.
• Support executive leadership as requested.
• Manage digital filing systems and project documentation.
• Coordinate plan set printing and cross-departmental information flow.
• Schedule meetings and manage departmental correspondence.
Required Skills/Abilities:
• Knowledge of real estate transactions land development processes, and consultant coordination.
• Strong understanding of contractual agreements and development documentation.
• High level of financial and administrative accuracy.
• Technology proficiency including Microsoft Office, Microsoft Excel, Smart Sheets, Yardi preferred
• Ability to work independently and prioritize multiple active projects.
• Strong organizational skills with exceptional attention to detail.
• Ability to document, refine, and follow structured systems and processes.
• Professional communication skills with internal teams and external stakeholders.
Key Qualifications
• 10+ years of experience in commercial, multifamily, paralegal, corporate administration, or land development administration, or demonstrated equivalent expertise.
• Experience supporting multiple executives and projects preferred.
• Familiarity with public agency processes, permitting systems, and real estate closing procedures strongly preferred.
Why Join Us?
• Adaptability to take on additional job duties as needed Impact: Play a key role in shaping the marketing and growth strategy of an innovative and fast-growing real estate investment firm.
• Autonomy: Take ownership of the marketing function and contribute directly to company growth and success.
• Ownership: Work closely with leadership and have a significant impact on all areas of marketing—ideal for someone who thrives in a fast-paced, entrepreneurial environment.
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
- Must be able to drive a vehicle, possess a current and valid driver’s license, proof of insurance and a clean driving record.
- Must have the ability to speak, hear, and see to observe and detect emergency situations.
- Must be able to walk properties under consideration, construction or as finished projects unassisted.
Work Environment
This position is a full-time role with typical office hours. It is on site at our Vancouver Office. The work environment is generally within an office environment with a noise level from quiet to moderate.
Benefits
• 401k company match plan
• Health benefits package (including voluntary vision & dental)
• 8 company paid holidays
• Sick leave
• 2 weeks of Paid Time Off
Compensation Range
$70,000 – $90,000 per year
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