Real Estate Project Coordinator

Communities First, Inc. is a Michigan-based nonprofit 501c3 whose mission is to build healthy, vibrant communities through economic development, affordable housing and innovative programming. CFI is focused on providing safe, quality affordable housing, increasing economic opportunities, and improving the quality of life of the populations that the organization serves.

Job Summary

Project Coordinator will provide comprehensive administrative and project support to the Real Estate Development team. This position plays a key role in ensuring smooth workflow, accurate documentation, timely communication, and effective coordination across departments, external partners, funders, and regulatory agencies.

Being highly organized, detail-oriented, proactive, and familiar with real estate development processes, construction documentation, and project administration. This is a coordinator-level role that supports but does not lead to project management activities.

Administrative & Project Support

• Assist with the coordination of real estate development project activities, schedules, and documentation.
• Maintain organized digital and physical filing systems for real estate project documents, including contracts, drawings, reports, permits, correspondence, invoices, and compliance files.
• Prepare meeting agendas, take detailed minutes, and track follow-up items for internal and external project meetings.
• Support contract administration by tracking deadlines, collecting signatures, organizing supporting documents, and routing agreements for approval.
• Assist with the preparation of project reports, presentations, and status updates for leadership and external partners.

Document & Compliance Coordination

• Support the submission and tracking of materials to architects, contractors, engineers, consultants, and municipal agencies.
• Help maintain compliance with documentation related to zoning, building permits, environmental reports, funding requirements, and other regulatory needs.
• Track and organize project budgets, invoices, expense documentation, and funding requirements.

Communication & Partner Coordination

• Serve as a point of contact for scheduling and administrative communication between CFI’s Real Estate team, internal departments, vendors, consultants, funders, and community partners.
• Draft and edit correspondence, meeting summaries, project updates, and internal communications.
• Provide logistical support for site visits, inspections, stakeholder meetings, and community engagement activities.

Data & Systems Management

• Maintain project management of dashboards, trackers, calendars, and shared documents.
• Input, update, and verify data in project management platforms and other databases used by the Real Estate team.
• Support the evaluation and tracking of milestones, deliverables, timelines, and performance indicators.

General Administrative Duties

• Assist with procurement coordination, including obtaining quotes, preparing purchase requests, and maintaining procurement documentation.
• Coordinate travel arrangements, scheduling, and calendar management for the real estate development team.
• Support cross-departmental collaboration with Construction, Property Management, Finance, and Marketing teams.
• Other related duties as assigned.

Education

Associate degree required; bachelor's degree preferred.

Degree in Business Administration, Real Estate, Urban Planning, Project Management, or related field strongly preferred.

Required Knowledge, Skills, Abilities, Training, and Experience

• proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook, Word) and Adobe Acrobat.
• Experience supporting projects or operations in real estate, construction, affordable housing, nonprofit, or related environments preferred.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines.
• Ability to work independently and collaboratively in a fast-paced, team-based environment.
• Ability to maintain confidentiality and handle sensitive documents professionally.
• Effective interpersonal skills and the ability to work with diverse internal and external stakeholders.

Equal Employment Opportunity & ADA Compliance

Communities First, Inc. provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Equal employment opportunity applies to all terms and conditions of employment including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.

CFI will make reasonable accommodations for qualified individuals with disabilities unless doing so presents an undue hardship on the organization.

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