Project Coordinator - Development & Construction

Primary Responsibilities

• Serve as the administrative coordinator for the Development & Construction team.
• Monitor project action items and follow up with internal teams, consultants, contractors, and vendors to ensure timely completion.
• Maintain project task trackers and proactively identify overdue items.
• Aid project managers in maintaining visibility into upcoming deadlines, decisions, and deliverables.
• Coordinate calendars and meeting availability for project leadership and key stakeholders.
• Schedule recurring project meetings, consultant coordination calls, site walks, and milestone reviews.
• Prepare meeting agendas and distribute meeting minutes and action item logs.
• Ensure appropriate project participants are included in meetings and communications.
• Support portfolio-level reporting and project status updates.

Contract Administration & Consultant Onboarding

• Coordinate consultant and vendor onboarding processes.
• Routinely route agreements for review, execution, and distribution.
• Track contract status and outstanding signatures.
• Collect and maintain W-9s, insurance certificates, ACH forms, and vendor setup documentation.
• Coordinate vendor onboarding with Accounting.
• Maintain consultant, vendor, contract, and amendment logs.
• Ensure all executed agreements are properly filed and accessible to project teams.
• Support contract renewals and amendments as required.

Budget Tracking & Financial Administration

• Maintain project budget tracking tools and consultant fee logs.
• Enter and update contract values, approved change orders, allowances, and commitments.
• Track invoices received, approved, and paid.
• Maintain billed-to-date reporting for consultants, vendors, and project expenses.
• Reconcile invoices against contract values and approved change orders.
• Identify potential overages, missing documentation, or budget discrepancies for PM review.
• Cope with invoice routing and approval workflows.
• Prepare recurring budget reports and project financial summaries.
• Support forecasting and project cash flow visibility.

Document & Information Management

• Maintain project filing structures and document control standards.
• File and organize contracts, proposals, invoices, permits, consultant deliverables, meeting notes, and project correspondence.
• Maintain version control and document organization standards.
• Ensure project records remain complete, accurate, and accessible.
• Support project closeout and archival processes.
• Maintain project contact lists and distribution lists.

Schedule & Reporting Support

• Aid in maintaining project schedules and milestone trackers.
• Track permitting milestones, consultant deliverables, owner decisions, and project deadlines.
• Prepare recurring project status reports and dashboards.
• Aid in portfolio reporting and executive-level project summaries.
• Maintain reporting tools and project tracking systems.

Permitting & Entitlement Support

• Aid with permit application tracking and coordination.
• Maintain jurisdictional contact information.
• Track review cycles, comments, approvals, and permit milestones.
• Coordinate permit-related documentation requests.
• Maintain permit logs and status reports.

Construction Phase Support

• Maintain RFI, Submittal, ASI, Change Order, and Punch List logs.
• Aid in distribution and tracking of construction documentation.
• Support contractor, consultant, and owner communications.
• Track project closeout requirements and turnover documentation.
• Cope with collection of warranties, manuals, training materials, and closeout packages.

Operational Readiness & Handover Support

• Aid in project turnover from construction to operations.
• Coordinate collection and organization of operational documentation.
• Aid in pre-opening coordination activities.
• Help ensure projects transition smoothly into ongoing operations.
• Aid in post-opening issue tracking and closeout efforts.