Job Title: Part-Time Construction Administrator – BTR Development
Position Overview
The Part-Time Construction Administrator supports Build-to-Rent (BTR) development projects with a focused mandate on construction loan draw administration, project documentation, and cost tracking.
This role is structured as a high-impact, project controls function, prioritizing capital flow, lender coordination, and documentation integrity across multiple projects. Scope is intentionally streamlined to align with a 2–3 day per week schedule.
Core Responsibilities (Prioritized)
1. Construction Loan Draw Administration (Primary Focus)
· Prepare and submit monthly construction loan draw packages, including:
o AIA pay applications (G702/G703)
o Lien waivers
o Stored materials and supporting documentation
· Prepare and manage checks and wires to be approved and sent to contractors
· Review all draw materials for:
o Accuracy and completeness
o Alignment with budgets, contracts, and approved changes
· Coordinate with:
o Project Managers
o Lenders / fund control
o Inspectors
· Track draw status, approvals, and funding timelines
· Respond to lender questions and resolve minor issues
· Maintain complete, audit-ready draw files
2. Invoice & Documentation Coordination
· Review and organize invoices and pay applications for:
o Accuracy and proper project allocation
o Supporting documentation completeness
· Route invoices for internal approval and track status
· Maintain structured digital filing system by:
o Project → Vendor → Draw period
· Track key items such as:
o Retainage
o Vendor deposits
· Escalate discrepancies to Project Managers
3. Lien Waiver & Compliance Tracking
· Collect and track:
o Conditional lien waivers (per pay application)
o Unconditional waivers (post-payment)
· Ensure all required waivers are in place prior to draw submission
· Flag missing or incomplete documentation
4. Cost Tracking & Reporting (High-Level)
· Maintain simplified tracking of:
o Budget vs committed costs
o Committed vs invoiced amounts
· Support preparation of:
o Monthly cost summaries
o Variance highlights
· Identify and escalate:
o Budget risks
o Funding gaps
5. Utility & Critical Path Coordination
· Track utility applications and approvals, including:
o Water, sewer, electric, gas, telecom
· Maintain logs of:
o Submission dates
o Approval status
o Required follow-ups
· Coordinate with municipalities, providers, and project team
· Escalate risks that could impact construction or leasing timelines
6. Disbursement Coordination (Non-Execution)
· Track payment status (submitted, approved, funded)
· Coordinate with Accounting/AP on disbursement timing
· Respond to vendor inquiries regarding payment status
· Flag delays or issues impacting vendors or draws
Secondary / As-Needed Responsibilities (Performed on a limited or periodic basis)
· Vendor onboarding and compliance tracking (W-9s, COIs, etc.)
· Pre-loan closing equity tracking (early-stage projects only)
· Coordination of owner-scope purchases, such as:
o Mailboxes
o Signage / monumentation
o Miscellaneous project items
· Support basic reporting requests from Development or Construction
Work Structure & Expectations
· Part-time role: 2–3 days per week (~16–24 hours/week)
· Workload aligns with monthly loan draw cycles and key deadlines
· Availability required during:
o Draw preparation and submission periods
· Critical project funding milestones
· Role requires strong organization, independence, and ability to prioritize high-impact tasks
Qualifications
· 3–7+ years of experience in:
o Construction administration or real estate development
o BTR or multifamily strongly preferred
· Direct experience with construction loan draw processes required
· Strong working knowledge of:
o AIA billing
o Lien waivers and retainage
o Construction cost tracking
· Proficiency in:
o Excel
o Procore, Yardi, or similar systems
Core Competencies
· Highly detail-oriented and process-driven
· Strong organizational and documentation skills
· Ability to manage priorities within limited weekly hours
· Proactive communication and issue escalation
· Comfortable working independently in a lean team environment
Success Metrics
· Accurate and on-time loan draw submissions
· Minimal lender comments or revisions
· Complete and organized documentation
· Clear visibility into project costs and funding status
· Effective coordination with minimal oversight
Pay: $40,000.00 per year
Work Location: In person
