Project Coordinator - Development & Construction

Overview

Project Coordinator - Development & Construction at McGuire Moorman Hospitality

Contact:

Website:

Reports To:

Senior Project Manager

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 is responsible for ensuring 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. This position reports to the Senior Project Manager / Owner’s Representative.

• Project Controls & Team Coordination
• 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.
• Assist project managers in maintaining visibility into upcoming deadlines, decisions, and deliverables.
• 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.
• Support portfolio-level reporting and project status updates.

• 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, ACH forms, and vendor setup documentation.
• Coordinate vendor onboarding with Accounting.
• 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.

• 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.

• 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.

• 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.

• Assist with permit application tracking and coordination.
• Maintain jurisdictional contact information.
• Track review cycles, comments, approvals, and permit milestones.
• Coordinate permit-related…