Project Coordinator - Real Estate and Facilities

Responsibilities

• Create and manage project activities within the department's internal database.
• Support the Real Estate Development Project Manager in project design and construction activities.
• Assist in processing progress billing using AIA standards.
• Track budgets, submittals, change orders, permits, schedules, etc., using project management software.
• Work with vendors and clients to execute vendor agreements, certificates of insurance, and contracts.
• Collaborate with stakeholders to develop RFPs, distribute them, and compile results for decision‑making.
• Organize Property Management, Project, and Real Estate files both electronically and in hard copies as needed.
• Assist in budgeting and invoicing processes within the department.
• Attend and document weekly Project Management meetings, distributing meeting minutes as necessary.
• Maintain regular communication with suppliers and business lines to ensure procurement needs and service levels are met.
• Interact with government authorities regarding permits, inquiries, and other relevant matters.
• Perform all other duties and special projects as assigned.

• High School Diploma or equivalent.
• Degree in Business Administration, Project Management, Construction Management, Real Estate, or a related field preferred.
• Additional education, certifications, or experience are a plus.

• Proficient in MS Office programs such as Outlook, Excel, Word, PowerPoint, Project, Visio, and SharePoint.
• Familiarity with office technology and equipment, including computers, fax machines, scanners, printers, and phone systems.

• 2‑4 years of experience in administrative services or related fields.
• Familiarity with administrative processes, vendor management, and coordination of project‑related documentation.
• Proficiency in a technical or functional area; knowledge of work processes and tools limited to own area of responsibility or department.
• Understanding of accounting principles and bookkeeping software may be required.
• Experience reviewing and improving processes, methods, and tools to increase efficiency, accuracy, and security.

• Proactive, organized approach to multitasking and prioritization.
• Effectively manages time and consistently meets deadlines with some guidance from manager.
• Demonstrates accuracy, thoroughness, and effectiveness in work.
• Demonstrates attention to detail and commitment to doing quality work.
• Adjusts quickly to new or changing assignments, processes, and people.
• Displays professionalism and remains composed when faced with challenges.
• Learns from experience; modifies behavior to be more effective.
• Recognizes one’s own strengths and opportunities for growth.
• Uses existing procedures to solve routine or standard problems; applies some degree of judgment and discretion.
• Applies basic knowledge of theories, practices, and procedures to complete assigned work.
• Decisions are guided by policies, procedures, and business plan; receives some guidance and oversight from manager.

• Strong verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Ability to express information and ideas in a clear and organized manner.
• Gathers, clarifies, and applies information to provide timely and effective responses to the needs of both internal and external customers.
• Takes personal responsibility for customer satisfaction and loyalty.
• Works independently or with others within own area or department to achieve team goals.
• Offers support to other team members; follows through on commitments.
• Applies emotional intelligence in responses and reactions.
• Demonstrates consistency between words and actions.
• Listens openly and carefully to others’ ideas and suggestions; respects opposing points of view.
• Consistently earns trust, loyalty, and respect of others.

• Consistently demonstrates proficiency in organizing and managing project schedules, resources, and documentation to ensure seamless project execution.
• Maintains clear and proactive communication with internal teams, clients, and vendors throughout the project lifecycle to…