Land Development Administrator

Position Overview

The Land Development Administrator supports the land development office with general administrative tasks and activities related to building relationships with the property development community. The role handles essential office operations, documentation, and support for land servicing, subdivision approvals, and builder coordination. As well as coordinating events and sponsorship initiatives to assist the office in creating and maintaining key relationships with the property development community.

Key Responsibilities

Builder and Community Relationship Coordination

• Maintain proactive, professional communication with existing and prospective builders, including maintaining a database of key relationships, responding to inquiries, and scheduling meetings and events.
• Support builder relations by assisting as a liaison between the development team and external builders, homeowners, trades, vendors of sponsorship opportunities and events.
• Coordinate builder and site partner meetings, including agendas, minutes, follow-ups, and tracking of key commitments or action items.
• Collaborate with marketing on content related to builder audiences, such as project one-pagers, website copy, social media posts, and newsletters.
• Assist with planning and executing builder events (project launches, site tours, appreciation events, conference participation), including logistics, invitations, registrations, and onsite coordination.
• Coordinate relationships with venues and third-party suppliers for events, including quotes, bookings, contracts, and on-site requirements.
• Track and report key metrics such as engagement statistics, event attendance, follow-up actions, and builder feedback to help refine communication and outreach strategies.
• Maintain accurate CRM records and contact lists for builders, and other strategic partners, ensuring data integrity and timely updates.

Lot and Community Coordination

• Maintain an accurate lot-inventory by stage and phase (status, taken/available, conditional, closed) and share updated reports with internal teams and builder partners.
• Coordinate lot releases: distribute release packages, manage priority lists, track reservations and purchase agreements, and ensure all required builder documentation is received.
• Prepare and manage related documentation (offer packages, amendments, correspondence, sign‑offs), ensuring consistency with master development agreements and municipal conditions.

Schedule and Construction Coordination

• Track key land‑development milestones (servicing completion, subdivision registration, CCC/FAC timelines, grading completion, possession readiness) and communicate these to builders.
• Coordinate with project managers, engineers, and site superintendents to confirm site readiness (access, utilities, rough grading, surveys) before releasing lots for construction.
• Monitor builder construction activity against agreed timelines and subdivision/architectural controls, raising delays or non‑compliance for internal review and follow‑up.

Compliance, Standards, and Municipal Interface

• Help ensure builders understand and follow municipal subdivision conditions, utility corridor rules, and site safety expectations established under Alberta legislation and local bylaws.
• Track CCC/ FAC status for each phase and coordinate communication between builders, the developer, and homeowners on related work.
• Compile data for quarterly reports on project status, lot-inventories.
• Coordinate routine audits of contracts and insurance certificates maintaining developer liability protection.

Administration, Communication, Reporting, and Internal Support

• Prepare regular internal reports on builder performance, absorption (lot sales), construction starts, and possession timing to support forecasting and cash‑flow planning.
• Coordinate and document builder meetings, distributing minutes, action items, and follow‑ups to keep all stakeholders aligned.
• Provide administrative and coordination support to the development/project managers (file management, tracking change items affecting builders, updating marketing/sales materials for communities).
• Organize and maintain critical files for projects, including subdivision plans, engineering drawings, permit applications, and construction contracts.

Qualifications and Experience

• Post-secondary education in business, finance, marketing, communications, or a related field, preferably with exposure to real estate or construction.
• Experience in client service, real estate development, construction liaison, or event/marketing coordination.
• Strong written and verbal communication skills to translate technical or financial information into clear and builder-friendly messaging.
• Solid organizational and project coordination skills, with the ability to manage multiple stakeholder and event-related priorities and deadlines.
• Proficiency with office productivity and CRM tools (e.g., spreadsheets, presentation software, email marketing platforms, contact databases).
• Collaborative mindset and professionalism when working with internal development, construction, finance, and marketing teams as well as external builders and community stakeholders

Reporting and Work Environment

• Reports to the Vice President - Land Development – Communities and works closely with other development team members, finance, construction/project management, and marketing teams.
• Works primarily in an office environment with periodic site visits and occasional early-morning, evening, or weekend hours during key stakeholder events.