Project Coordinator/Executive Assistant


Title:  Project Coordinator/Executive Assistant

Division:  Concept Companies (Real Estate Development Team)

Location:  Jacksonville, Florida

The Project Coordinator/Executive Assistant’s (“Project Coordinator”) core responsibility shall be to assist the members of the Concept Companies Real Estate Development team to meet or exceed the client demand for new single-tenant build-to-suit projects.


Project Coordination:

  • Assist the Directors of Real Estate with the completion of their projects through market analysis, data management, project scheduling, and internal communication, file and document management, and reporting
  • Preparation of Collateral, reports, and presentations, as directed by the team, to exceed the expectations of our clients
  • Maintain company’s processes and systems and be a resource and reference for the application and utilization of same by the team(s)
  • Overall pipeline tracking, in conjunction with the Directors and Managing Directors, and providing weekly reports to the Executive Team
  • Acquisition Negotiation
    • Contract critical date management for assigned projects
      • Accountable for tracking critical dates on a weekly basis, preparing “NR DD Checklists” for final approval not later than two weeks prior to the pending deadline.
    • Pre-REC Project Coordination
      • For assigned projects, assist the Director of Real Estate in maintaining a clear schedule of deliverables with the preliminary due diligence, legal, and permitting and preconstruction teams so that client-specific production goals are met on a weekly, monthly, quarterly, and annual basis
    • Post-REC Responsibilities
      • Assist the project team in due diligence and construction teams in deal-specific issues, if needed, such as contract amendments, procurement of required entitlements, easements, or other permits/waivers/variances that are required on a project-by-project basis
      • Lease administration for all projects
        • Accountable for tracking lease critical dates and ensuring Landlord and Tenant Deliverables are property satisfied
      • Financial Reporting
        • Work with the Development Project Management team, Accounting Team, and Investment Team to prepare financial reports
        • Financial reports will be specific to projects, clients, and the division
      • Market Research
        • Assist the Directors of Real Estate and Managing Director of Real Estate in market analysis

Executive Assistant:

  • Assist the EVP, VP, and other Extended Leadership members with as-needed support including but not limited to:
    • Booking travel
    • Coordinating schedules and meetings
    • Answering calls in a polite and professional manner
    • Provide administrative assistance, such as drafting and editing communications
    • Other duties as assigned

Office Management:

  • Act as Office Manager for Jacksonville Office
    • Supply Procurement
    • Service coordination
    • Administrative support and liaison between corporate offices