Project Coordinator- Residential Construction

Project Coordinator

One of the fastest-growing HOA management companies in Northern California is looking for a full-time remote Project Coordinator to join our team. Common Interest Management Services, an Associa company, is a leader in innovative HOA solutions with seven offices across the Bay Area and Central Valley. We're committed to improving communities and delivering outstanding service—come join our team!

At CIMS, we offer a vibrant and supportive workplace where your work makes a real impact. With growth opportunities and benefits, CIMS is the ideal spot to launch a fulfilling career in the HOA industry. We offer a comprehensive benefits package, including medical, dental, and vision insurance, a 401K plan with a match, vacation, sick, and holiday pay. We have a Social Committee that organizes fun company events like our Summer Picnic, Holiday Celebration, and virtual team-building activities!

The Project Coordinator provides administrative, client communication, and field support to Project Managers overseeing capital improvement and repair projects for homeowners' associations (HOAs). This position plays a key role in coordinating project activities, facilitating communication among homeowners, vendors, contractors, and clients, and ensuring project documentation and administrative processes are completed accurately and efficiently.

The Project Coordinator assists with larger, more complex projects under the direction of Project Managers and independently manages smaller projects from initiation through completion. This is a full-time, exempt, remote position, the pay is $70,500; direct experience is strongly preferred.

• Assist Project Managers with project administration and coordination throughout all phases of construction and repair projects.
• Prepare, distribute, and track project documents, including contracts, change orders, agreements, permits, project closeout documents, etc.
• Prepare and distribute homeowner notices, project updates, and other project-related communications.
• Coordinate project mailings and maintain project records and documentation.
• Process invoices and project-related financial documentation.
• Assist with HOA loan administration and related documentation processes.
• Prepare proposals, track proposal status, and maintain proposal records.
• Support monthly reporting requirements and other administrative functions for the project management team.

• Serve as a primary point of contact for homeowners and residents regarding project schedules, access requirements, and general project inquiries.
• Respond to homeowner questions regarding special assessments and project-related impacts.
• Coordinate interior unit access between residents, contractors, consultants, and vendors.
• Obtain, track, and maintain Smoke Detector and Carbon Monoxide Detector Affidavits from homeowners.
• Prepare client reports, project updates, and presentation materials as requested.
• Attend Board of Directors meetings as needed and assist with meeting preparation and follow-up documentation.

• Conduct routine site visits to monitor project progress, document observations, and verify work activities.
• Prepare site visit reports and provide updates to Project Managers and clients.
• Track project schedules, milestones, and action items to support successful project execution.
• Coordinate with contractors, consultants, vendors, and association representatives to facilitate project activities.
• Maintain organized project files and ensure documentation is current and complete.

Coordinate and manage smaller-scale projects with limited supervision, including:

• Water intrusion investigations and repairs
• Plumbing leak remediation projects
• Electrical panel replacement tracking and coordination
• Other minor repair and maintenance-related projects as assigned

• Manage and monitor the department's general email mailbox and distribute inquiries appropriately.
• Attend weekly team meetings and departmental planning sessions.
• Participate in company-sponsored training.
• Accurately track and record time for client billing purposes.
• Assist with departmental reporting, workflow management, and continuous improvement initiatives.

Education and Experience

• Associate's or Bachelor's degree in construction management, business administration, project management, engineering, architecture, or a related field preferred.
• Minimum 2 years of project coordination, construction administration, property management, HOA management, or related experience preferred.
• Experience working with contractors, consultants, homeowners associations, or construction projects is highly desirable.

Knowledge, Skills, and Abilities

• Strong organizational and time management skills with the ability to manage multiple projects and priorities simultaneously.
• Excellent written and verbal communication skills.
• Strong customer service and client relationship…