Project Coordinator -Development & Construction

Description

Position Summary

The Project Coordinator serves as the administrative and operational backbone of the Development & Construction team. This role is responsible for maintaining project systems, coordinating communication, tracking contracts and budgets, supporting consultant onboarding, managing project documentation, and ensuring accountability across active projects.

The Project Coordinator provides direct support to the Senior Project Managers / Owner's Representatives and helps maintain visibility across the entire project portfolio. This role ensures information is organized, deadlines are tracked, meetings are coordinated, and project records remain accurate and current.

While not directly responsible for managing projects, this position plays a critical role in keeping projects moving efficiently and ensuring project teams remain aligned throughout planning, design, construction, opening, and closeout.

Primary Responsibilities

Project Controls & Team Coordination

• Serve as the administrative coordinator for the Development & Construction team.
• Monitor project action items and follow up with internal teams, consultants, contractors, and vendors to ensure timely completion.
• Maintain project task trackers and proactively identify overdue items.
• Assist project managers in maintaining visibility into upcoming deadlines, decisions, and deliverables.
• Coordinate calendars and meeting availability for project leadership and key stakeholders.
• Schedule recurring project meetings, consultant coordination calls, site walks, and milestone reviews.
• Prepare meeting agendas and distribute meeting minutes and action item logs.
• Ensure appropriate project participants are included in meetings and communications.
• Support portfolio-level reporting and project status updates.

Contract Administration & Consultant Onboarding

• Coordinate consultant and vendor onboarding processes.
• Route agreements for review, execution, and distribution.
• Track contract status and outstanding signatures.
• Collect and maintain W-9s, insurance certificates (COIs), ACH forms, and vendor setup documentation.
• Coordinate vendor onboarding with the Accounting department.
• Maintain consultant, vendor, contract, and amendment logs.
• Ensure all executed agreements are properly filed and accessible to project teams.
• Support contract renewals and amendments as required.

Budget Tracking & Financial Administration

• Maintain project budget tracking tools and consultant fee logs.
• Enter and update contract values, approved change orders, allowances, and commitments.
• Track invoices received, approved, and paid.
• Maintain billed-to-date reporting for consultants, vendors, and project expenses.
• Reconcile invoices against contract values and approved change orders.
• Identify potential overages, missing documentation, or budget discrepancies for PM review.
• Coordinate invoice routing and approval workflows.
• Prepare recurring budget reports and project financial summaries.
• Support forecasting and project cash flow visibility.

Document & Information Management

• Maintain project filing structures and document control standards.
• File and organize contracts, proposals, invoices, permits, consultant deliverables, meeting notes, and project correspondence.
• Maintain version control and document organization standards.
• Ensure project records remain complete, accurate, and accessible.
• Support project closeout and archival processes.
• Maintain project contact lists and distribution lists.

Schedule & Reporting Support

• Assist with maintaining project schedules and milestone trackers.
• Track permitting milestones, consultant deliverables, owner decisions, and project deadlines.
• Prepare recurring project status reports and dashboards.
• Assist with portfolio reporting and executive-level project summaries.
• Maintain reporting tools and project tracking systems.

Permitting & Entitlement Support

• Assist with permit application tracking and coordination.
• Maintain jurisdictional contact information.
• Track review cycles, comments, approvals, and permit milestones.
• Coordinate permit-related documentation requests.
• Maintain permit logs and status reports.

Construction Phase Support

• Maintain RFI, Submittal, ASI, Change Order, and Punch List logs.
• Assist with the distribution and tracking of construction documentation.
• Support contractor, consultant, and owner communications.
• Track project closeout requirements and turnover documentation.
• Coordinate the collection of warranties, manuals, training materials, and closeout packages.

Operational Readiness & Handover Support

• Support project turnover from construction to operations.
• Coordinate collection and organization of operational documentation.
• Assist with pre-opening coordination activities.
• Help ensure projects transition smoothly into ongoing operations.
• Support post-opening issue tracking and closeout efforts.

Key Competencies

• Organization & Attention to Detail: Exceptional organizational skills, strong attention to detail, rigorous follow-through, and the ability to manage large volumes of project information accurately.
• Communication & Accountability: Strong written and verbal communication skills. Comfortable following up with senior leaders, consultants, contractors, and vendors. Ability to proactively identify gaps and keep teams accountable to commitments.
• Financial & Administrative Acumen: Comfortable working with budgets, contracts, invoices, and project financial reporting. Ability to identify discrepancies and maintain accurate records.
• Time Management: Ability to manage multiple projects simultaneously and prioritize competing deadlines and shifting priorities.
• Technical Skills: Advanced proficiency in Microsoft Office Suite. Strong Excel and Smartsheet experience preferred. Experience with project management and document management systems. Familiarity with construction, development, architecture, hospitality, or real estate project workflows preferred.

Preferred Experience

• 3–5 years of project coordination, project administration, contract administration, construction administration, development support, or related experience.
• Experience supporting hospitality, restaurant, retail, commercial construction, or real estate development projects preferred.
• Familiarity with consultant management, budgeting, permitting, procurement, and construction documentation.
• Bachelor's degree preferred but not required with relevant experience.

Success Metrics

• Project records remain organized, accurate, and current.
• Contracts, invoices, and consultant onboarding are processed without delays.
• Budget trackers and project reporting remain up to date.
• Action items and project commitments are consistently followed through.
• PMs spend less time on administrative functions and more time leading projects.
• Project information is readily accessible and reliable across the portfolio.
• Project turnover and closeout documentation are complete and organized.