Project Coordinator (Real Estate)

Job Summary

Birgo is a mission-driven property management company dedicated to improving lives through real estate.

This position coordinates apartment renovations. We often buy older apartment communities and renovate the flooring, paint, appliances, and fixtures. Instead of swinging a hammer or managing construction crews, this position works behind the scenes to ensure the teams have everything they need to do their jobs well. You will spend your administrative time ordering building materials, tracking shipments, managing budgets, and negotiating with suppliers to limit delays. On-site, you will check on construction progress and manage inventory.

Location varies between our Pittsburgh office and our properties. While most properties are located in WPA, we also serve communities in Cleveland, Buffalo, and Morgantown. We are actively growing into new markets!

Our construction team consists of this Project Coordinator and the Director of Construction.

The salary range for this position is $65,000-$75,000.

What You'll Do

• Project Coordination:
• Support Project Managers in coordinating CapEx and rehab project execution
• Assist in developing and tracking project schedules, milestones, and action plans
• Communicate project updates to relevant stakeholders (Operations, Asset Management, Property Managers)
• Maintain project documentation including contracts, COIs, invoices, lien waivers, and photos in the company share drive and project management software
• Conduct regular site visits to verify project progress, confirm material needs, and report back to the Project Manager
• Follow up with contractors, vendors, and suppliers on outstanding tasks and deadlines
• Assist in assembling project closeout packages including warranties, maintenance agreements, and contractor contact information
• Materials Ordering & Procurement:
• Execute all materials ordering for assigned CapEx and rehab projects, including flooring, paint, fixtures, appliances, and building materials
• Submit purchase orders for flooring installs, materials, paint vendors, and other project supplies
• Coordinate with suppliers to confirm delivery timelines, track open orders, and resolve shipping issues
• Maintain accurate inventory records at rehab sites in AppFolio; conduct or coordinate weekly inventory counts
• Set up delivery and inventory control procedures at each project site
• Monitor reorder points to prevent project delays due to material shortages
• Process invoices for materials and coordinate with the accounting team as needed
• Vendor & Supplier Management:
• Build and maintain working relationships with vendors, suppliers, and distributors
• Maintain accurate records of supplier account numbers, credit limits, and key contacts
• Source new vendors, request bids or general pricing, and order samples as directed by the Project Manager
• Assist with procurement decisions by gathering market pricing and setting up meetings with company sales reps
• Administrative & Special Projects Support:
• Enter and maintain project details in project management and property management software
• Support process improvement initiatives and other special projects as assigned
• Other duties to help improve lives through real estate

What We’re Looking For 

Experience

• 2 years of experience in construction coordination, purchasing, procurement, or a related administrative role in a construction or facilities environment
• Experience with materials ordering, vendor management, or inventory control
• Multi-family real estate or property management experience (preferred)
• Associate's or Bachelor's degree in construction management, supply chain management, business, or related field preferred (e

Skills

• We lean heavily into technology and are looking for someone who embraces online resources, such as Excel, Google Suite, Procore, and Appfolio
• Excellent time management and communication skills
• Strong financial acumen
• Proven ability to effectively coordinate people and resources
• Thrives in fast-paced environments and remains resilient during setbacks

Work Style

• Servant hearted
• Routinely walks properties to stay closely connected to onsite progress
• Enjoys testing and implementing new processes and software
• Team player who can work independently (this position is an independent contributor)
• Organized and detail-oriented
• Comfortable working within established processes 
• Strong commitment to timely and accurate work
• Passion to grow professionally and personally

Benefits & Perks

• Medical, dental, vision, life, and pet insurance with company contribution
• Flexible paid time off and paid holidays
• 401(k) retirement plan with employer match 
• Company profit-sharing program
• Team outings and volunteer events
• Professional development reimbursement program
• Healthy lifestyle reimbursement program
• Eligible for partial work-from-home status
• Discounted rates at Birgo properties

More about Birgo 

Birgo Realty offers an exciting start-up environment, characterized by fast growth and an entrepreneurial spirit. We take care of our hardworking team by providing opportunities for professional growth, paying attention to holistic staff needs, and celebrating life together. Birgo Realty values diversity in our staff and seeks to enhance the diversity of our team at every opportunity.