About the Role
We are seeking a detail-oriented and highly organized Administrative Coordinator to provide support to our Development, Studio, and Tenant Construction teams. This role is less traditional than a typical admin position and will focus primarily on managing contracts, documents, and project paperwork, while also assisting with meeting scheduling and organizational coordination across teams.
Key Responsibilities
- Contract & Document Management
- Track, organize, and maintain contracts, amendments, change orders, and other project documentation.
- Support processing of service and consultant agreements, along with related change orders.
- Ensure documents are properly reviewed, routed for approval, and filed in accordance with company standards.
- Partner with teams on architect agreements as needed, while ensuring most documentation remains with the responsible project team.
- Project & Team Support
- Assist with coordination across multiple teams on development and construction projects.
- Maintain logs and trackers for contracts, invoices, and project paperwork.
- Support Tenant Construction with upkeep of the monthly tracker, which combines Salesforce data with project-specific context for high-priority deals.
- Provide timely follow-up to ensure outstanding items are completed.
- Collect and manage Certificates of Insurance (COIs) for vendors and partners.
- Set up new vendors, including collection of W9s and related documentation.
- Provide meeting support, including preparing hearing materials, pulling relevant documents, and coordinating poster boards for town hearings.
- Scheduling & Coordination
- Schedule meetings and calls across internal teams and external partners.
- Provide administrative support including mail handling, meal pick-up coordination, and note-taking during occasional meetings with Studio and Leasing.
- Prepare agendas, track action items, and distribute follow-up notes as needed.
- Help keep project calendars, deadlines, and key milestones up to date.
- Organizational & Administrative Support
- Assist in creating and maintaining shared filing systems and organizational tools.
- Support expense reporting, invoice processing, and related administrative workflows.
- Provide occasional backup support to other administrative needs within the teams.
- Coordinate travel arrangements and related expense documentation for Development team.
Requirements
- 2+ years of administrative or project coordination experience, preferably in real estate development, construction, or related industries.
- Strong attention to detail with excellent organizational skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with project management or document control software a plus.
- Ability to manage multiple priorities, meet deadlines, and work collaboratively across teams.
- Strong written and verbal communication skills.
- Proactive, resourceful, and comfortable working in a fast-paced environment.
Why Join Us
This is an opportunity to play a vital role in supporting multiple departments that shape our development projects from concept through completion. You’ll gain exposure to a wide variety of real estate and construction activities while helping the teams stay organized and efficient.
The expected salary range for this position is $65,000-$75,000 per year. Actual compensation will be based on factors such as skills, qualifications, experience, and location. This role is also eligible to participate in our annual bonus program.
About WS Development
Massachusetts-based WS Development is a mixed-use developer with a singular mission: creating places people want to be. With an approach that values art, science, innovation and, above all else, people, WS strives to engage each community it serves with best-in-class experiences, designed with our customers, tenants and partners in mind. Established in 1990, WS is one of few vertically-integrated real estate companies that conceptualizes, owns, operates and leases more than 100 properties that range from cutting-edge urban spaces to lifestyle and community centers. With over 22 million square feet of existing space and an additional nine million square feet under development, it is one of the largest privately-owned development firms in the country.
WS is where great ideas and great people come together to design, build, and operate some of the best loved real estate projects in the country. We live at the intersection of entrepreneurship and establishment. We have the infrastructure of decades supporting a culture of free-thinking excellence.
We expect every WS employee to feel welcomed and valued irrespective of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, veteran status, marital status, parental status, cultural background, and life experiences. Or for any other reason.
