Administrative Assistant Project Coordinator

Company Description Vintage Luxury Homes designs and builds custom residences that emphasize comfort, harmony, and luxury tailored to each household. The company focuses on creating spaces where families can gather, connect, and build lasting memories. By listening closely to clients, Vintage Luxury Homes ensures that each home reflects the unique personality and priorities of the people who live there. Core values such as faith, friendship, charity, goodwill, and peace guide both the design process and client relationships.
Role Description The Administrative Assistant Project Coordinator is a full-time, on-site role based in Barrington, IL. This team member supports daily office operations, including managing calendars, organizing files, preparing documents, and handling phone and email communications with clients, vendors, and partners. The role assists project managers with coordinating timelines, tracking milestones, updating project documentation, and maintaining accurate records for multiple residential projects. The Administrative Assistant Project Coordinator also schedules meetings and site visits, prepares reports, and ensures that information flows smoothly between the office, field teams, and leadership. This position requires strong attention to detail, a proactive approach to problem-solving, and a commitment to providing high-quality support in a client-focused environment.
Qualifications

• Strong Administrative Assistance skills, including scheduling, document preparation, data entry, and records management.
• Proficiency in Project Coordination and Project Management tasks, such as tracking timelines, updating project plans, and supporting project deliverables.
• Effective Communication skills for interacting with clients, internal teams, and external partners in a clear, professional manner.
• Solid Analytical Skills to organize information, identify issues, and support decision-making with accurate reporting.
• Proficiency with office productivity tools (e.g., Microsoft Office or Google Workspace) and comfort learning project management or CRM software.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
• Ability to work collaboratively on-site with cross-functional teams and maintain confidentiality and professionalism.
• Previous experience in construction, real estate, or a related industry, and an associate’s or bachelor’s degree in a relevant field, are preferred but not required.