Development & Construction Project Coordinator

Responsible for coordinating all project documentation, approvals, consultants, permits, budgets, schedules, and construction administration activities from land acquisition through project closeout while serving as the primary administrative support to ownership and project management.

Core Responsibilities

Development Coordination

• Schedule & track all development projects from acquisition through construction completion, internally through Kay and externally with partners
• Coordinate with: Civil engineers, Architects, Surveyors, Traffic engineers, Environmental consultants, Attorneys
• Maintain approval and permit logs.
• Schedule project meetings and maintain meeting minutes.
• Follow up on consultant action items.

Permitting & Entitlements

• Track: Zoning approvals, Variances, Conditional uses, Subdivision approvals, Land development approvals, Building permits
• Prepare permit submissions.
• Manage review comments and resubmissions to procurement
• Maintain municipal contact lists.

Escrow & Municipal Coordination

• Prepare standardized escrow release request forms and supporting documentation.
• Track escrow draw submissions and approvals with municipalities and agencies.
• Maintain records of escrow balances, releases, and outstanding requests.

Document Management

• Organize: Plans, Reports, Permits, Approvals, Contracts, Easements, HOA documents
• Version control for drawings and revisions.
• Maintain electronic project files.

Construction Administration

• Track: RFIs, Submittals, Change orders, Pay applications, Punch lists
• Assist in processing AIA forms: G701 Change Orders, G702/G703 Pay Applications
• Maintain budget and contract logs.
• Monitor schedules and milestone dates.

Financial Tracking

• Track consultant invoices.
• Track construction budgets.
• Assist with draw requests and lender reporting.
• Monitor contingency and change order exposure.

Communication

• Serve as liaison between: Ownership, Design team, Contractor, Municipal agencies
• Prepare status reports.
• Maintain action item logs.

Key Performance Expectations

Permits

• No missed permit deadlines.
• Review comments logged and tracked.
• Timely resubmissions.

Consultants

• Deliverables received on time.
• Meetings scheduled and documented.
• Clear follow-up on outstanding issues.

Construction

• Accurate tracking of RFIs and submittals.
• Change orders properly documented.
• Budget updates current.

Documentation

• Project files organized and accessible.
• Latest plans readily available.
• Contracts and approvals easy to locate.

Technical Skills

• Bluebeam
• Excel
• Procore (preferred)
• Microsoft Project or scheduling software
• Construction drawing review
• Permit tracking

Industry Knowledge

• Land Development process
• Zoning and permitting
• Commercial construction
• AIA documents
• Change orders
• Pay applications

Personal Traits

• Extremely organized
• Detail-oriented
• Persistent follow-up
• Able to manage multiple projects
• Strong written communication

Success Looks Like

After 6-12 months, a successful coordinator should be able to:

• Run weekly development meetings.
• Maintain project schedules.
• Track every permit and approval.
• Manage consultant deliverables.
• Process pay applications and change orders.
• Prepare owner status reports.
• Identify project risks before they become problems.