Coordinator, Design & Construction

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Oxford Properties Group is a leading global real estate investor, developer and manager. Our Design & Construction team delivers high-quality projects across our portfolio of retail, office and mixed-use assets.

We are looking for an organized, proactive Coordinator to help keep our projects and our team running smoothly.

As a Design & Construction Coordinator, you will play a critical role in supporting the operational and administrative functions of the Design & Construction team. This position is responsible for coordinating project administration, contract and invoice processing, documentation management, reporting, and workflow tracking across a portfolio of active projects. While the role provides administrative support to the team, its primary focus is coordinating project processes, operational workflows, documentation, reporting, and system administration across the Design & Construction portfolio.

You will work independently to manage multiple priorities, ensure the timely flow of information and approvals, and help maintain consistency and efficiency across departmental processes.

You Will Be Responsible For Serve as the central coordinator for administrative and operational activities across the Design & Construction team. Coordinate project administration activities including project setup, documentation management, status reporting, and project closeout requirements. Support senior leaders and the broader D&C team by coordinating meetings, scheduling, communications, and other administrative workflows. This may include occasional travel arrangements. Initiate correspondence with tenants through the issuance of fixturing notices, welcome and design packages, work authorizations, and chargebacks where required.

Create new tenant projects in internal status-reporting systems and maintain, update, and distribute status reports as required. Support project mobilization and closeout activities by coordinating documentation requirements, site access requests, and administrative controls. Create projects in Ingenious, obtain funding approvals through internal workflows, and administer invoices through Ingenious and/or Basware. Manage multiple priorities simultaneously, proactively resolve administrative and operational issues, and follow through on assigned initiatives to completion.

Coordinate with the Legal team to facilitate the preparation, execution, and tracking of consultant, contractor, and construction agreements. Develop, maintain, and continuously improve departmental templates, procedures, manuals, and document management practices. Coordinate vendor onboarding and act as a resource for vendor and consultant administrative inquiries. Identify opportunities to improve workflows, reporting tools, and administrative processes that support project delivery and operational efficiency.

• 3+ years of experience in a coordinator, project administration, operations, or administrative support role.
• Experience with in Design & Construction, real estate, architecture, engineering, or a related industry is considered an asset.
• Ability to read and comprehend construction drawings is considered an asset.
• Excellent verbal and written communication skills, with the ability to communicate and collaborate effectively across all levels.

• A…