Administration Asst Jobs in Reno, NV (NOW HIRING)

At Realberry, we do real estate differently. As an investment firm, we have the unique advantage of expertise in development, management, and operations, allowing us to cultivate truly transformative mixed-use, residential, commercial and hospitality projects. 

Our team blends entrepreneurial thinking with disciplined, fast-paced execution. Here, ideas flow freely, collaboration is essential, and adaptability is key. We embrace challenges, step in where needed and think beyond job titles to shape what’s next.  

Guided by our values – respect, integrity, perseverance, and legacy – we strive to create places people love, to add value through all phases of the real estate cycle, and to cultivate beautiful, sustainable, connected communities that each reflect a unique sense of place. To date, Realberry has planned and developed over 6,000 acres of master-planned communities and 13 million square feet of mixed-use, industrial, residential, multifamily, hospitality, and office properties.  

If you’re driven by true and lasting community impact, speed, and innovation, this is where you’ll thrive. 

Position Summary:

This role supports the Project Manager and the Senior Project Manager in the day-to-day coordination and administration of design and construction activities for the Hospitality Development group, from pre-development through transition to operations. Assigned projects are primarily located in the Lake Tahoe region, but travel may be required in the US. Core duties center on keeping the project team organized and informed: processing invoices and payment applications, tracking budget and schedule documentation, scheduling and documenting project meetings, maintaining project records, and coordinating the flow of information among the design team, the General Contractor, and Ownership. The Assistant Project Manager helps deliver each Project On Time, On Budget, and On Brand, per the approved project plan. 

Key Responsibilities

• Support the Project Manager by assisting with the procurement of the design and construction team, preparing and analyzing RFPs, obtaining and analyzing preliminary construction pricing and city fee cost estimates, and assembling preliminary project schedules;
• Support the Project Manager in obtaining vertical and horizontal entitlements as required for each Project;
• Track and coordinate permitting and development approval processes, including application submittals and agency correspondence, to obtain all permits and public approvals required to allow occupancy;
• Maintain positive relationships with municipalities where each Project is located and work with all design review boards to obtain required approvals;
• Perform detailed quality control reviews of all plans as the design moves through various phases, including overseeing peer review processes;
• Support the Project Manager in coordinating design consultants from concept design through construction documents and construction administration;
• Assist with the preparation and tracking of design contracts;
• Administer the construction administration process, including logging, routing, and tracking submittals and RFIs to ensure timely responses;
• Schedule and document design team meetings, distribute minutes, and track open items to closure;
• Support the Project Manager in administering the general contractor and owner-direct contracts from preconstruction through completion of construction and the warranty period;
• Assist with the competitive bid process, including issuing bid packages, tracking responses, and preparing bid comparisons for the Project Manager’s review;
• Create and maintain a detailed Construction Action Log to track issues and ensure timely closeout;
• Maintain strong working relationships with all Contractor site personnel and step in to solve problems when needed;
• Track and report any cost, schedule, or quality issues to the Project Manager;
• Regularly walk and observe activities on site with an eye for quality control at all phases of construction and document all critical issues;
• Participate in OAC meetings;
• Monitor buyout, submittals, procurement, and progress of work to ensure the contractor meets scheduled milestones and obtains the Certificate of Occupancy on time;
• Coordinate the closeout process for each Project, including punch lists, final payments, final unconditional lien waivers, certificates of occupancy, and the transition to operations;
• Create a “lessons learned” file for each Project;
• Support the Project Manager in developing and maintaining pre-development budgets;
• Work with the General Contractor to analyze construction pricing in detail;
• Monitor budgets to confirm costs do not exceed approved amounts and flag variances to the Project Manager;
• Maintain the contingency log and provide a monthly report;
• Review and analyze all change requests from the Contractor and prepare recommendations for the Project Manager;
• Review monthly payment applications to confirm that contractor billings are in line with work completed and route them to the Project Manager for approval;
• Process design and construction invoices, monitor progress through the accounting system, and maintain project job cost records;
• Serve as the coordination point for the project team and schedule project, design, and owner meetings, prepare agendas, take and distribute minutes, and track action items to closure;
• Maintain project files, document control, and distribution logs for drawings, submittals, RFIs, and change documentation;
• Prepare and circulate weekly and monthly project reports;
• Coordinate consultant onboarding, insurance certificates, and contract execution logistics;
• Provide general administrative and logistical support to the Project Manager and Senior Project Manager as assigned;
• Perform other duties as assigned by the Project Manager, the Senior Project Manager, or the VP – Design and Construction.

• Bachelor’s degree in Real Estate, Engineering, or Construction Management preferred OR comparable years of relevant work experience;
• Two (2) or more years of experience in commercial construction and/or hospitality preferred; 
• Experience with Bluebeam or Acrobat Pro is a plus;
• Familiarity with project job cost reporting, invoice processing, and accounting protocols;
• General knowledge and familiarity of construction processes, quality, costs, scheduling, and plan interpretation;
• Excellent written and oral communication and strong relationship building skills required;
• Detail-oriented with strong organizational skills and the ability to prioritize and multitask in a fast-paced environment;
• Proven ability to collaborate with consultants, design and development teams, and function effectively as a team player;
• Able to self-manage assigned tasks and deliverables while supporting multiple projects concurrently;
• Skilled in handling challenging situations with tact and diplomacy while consistently meeting schedules, deadlines, and budgets.

Benefits:

Realberry offers a competitive benefits package for full-time Associates including medical, dental, vision, life insurance, short-term disability, long-term disability, 401(k), and employee assistance plan. Additionally, we offer a generous paid time off plan that includes a week off between Christmas and New Year’s for corporate associates!

This job description is intended to provide a general overview of the position. It is not intended to be a comprehensive or detailed description of all the responsibilities and accountabilities of the role. As an agile company, our positions can change based on the business need of the organization.

If you are a recruiter or placement agency, please do not submit resumes to any person or email address at Realberry. Realberry is not liable for and will not pay placement fees for candidates submitted by any agency other than its approved recruitment partners. Realberry is not currently seeking any new recruitment partnerships. Furthermore, any resumes sent to us without an agreement in place will be considered your company’s gift to Realberry and may be forwarded to our recruiters for their attention.

Realberry is committed to the principle of equal employment opportunity for all associates. All employment decisions at Realberry are based on business needs, job requirements, and individual qualifications. All applicants will be considered for employment without attention to age, race, color, sex, sexual orientation, gender identity, national origin, veteran or disability status.