What are the responsibilities and job description for the Project Coordinator position at Bella Collina?
Position Summary
The Project Coordinator is responsible for supporting successful planning, coordination,
and execution of projects across The Club at Bella Collina and hotel operations. This person ensures all projects are organized, tracked, and aligned with the Club’s standards, timelines, and expectations.
Key Responsibilities
Project Scheduling & Coordination
- Maintain and regularly update project schedules, timelines, and task lists
- Coordinate with internal departments, subcontractors, and vendors to ensure alignment
- on deadlines and deliverables
- Schedule meetings, site visits, and walkthroughs as needed to support project progress
Subcontractor Research & Proposal Management
- Research and identify qualified subcontractors and vendors for upcoming
- and active projects
- Solicit bids and proposals, ensuring scope details are clearly communicated
- Compile and organize proposals for review by project managers
- Maintain an updated database of preferred subcontractors and vendors
Project Tracking & Reporting
- Prepare and distribute consistent project status reports outlining
- progress, risks, and next steps
- Track all project milestones and ensure deadlines are being met
- Proactively follow up on outstanding action items with responsible parties
- Escalate delays, concerns, or risks to project managers in a timely manner
Materials, Finishes & Subcontractor Tracking
- Develop and maintain a master list of project finishes, materials, and subcontractors
- Ensure selections are documented, approved, and aligned with design standards
- Track procurement status, including ordering, delivery timelines, and any discrepancies
Documentation & Organization
- Maintain organized digital and physical files for all projects, including contracts, permits, approvals, and correspondence
- Ensure all documentation is current, accurate, and easily accessible
- Assist in maintaining consistency with Club standards and project documentation protocols
Budget & Procurement Support
- Assist in tracking project budgets, invoices, and expenses
- Coordinate with vendors and accounting to ensure timely processing of invoices
- Support procurement activities, including ordering materials and monitoring deliveries
Communication & Collaboration
- Serve as a point of contact between internal teams, contractors, and vendors
- Ensure clear, professional, and timely communication across
- project managers and president
- Support leadership by providing updates, documentation, and coordination as needed
Additional Responsibilities
- Assist in developing project scopes, timelines, and planning documents
- Support compliance with local regulations, safety standards, and Club policies
- Identify opportunities to improve project coordination processes and workflows
- Perform additional project-related duties as assigned