Project Coordinator- Residential Construction

Job Summary

Common Interest Management Services, an Associa company, is seeking a full-time remote Project Coordinator to join their team. Located in Northern California, this position offers growth opportunities and benefits, including medical, dental, and vision insurance, a 401K plan with a match, vacation, sick, and holiday pay. CIMS is dedicated to improving communities and delivering outstanding service.

About the Role

CIMS is a fast-growing HOA management company with seven offices in the Bay Area and Central Valley. The Project Coordinator will play a key role in coordinating project activities, facilitating communication, and ensuring accurate and efficient project documentation and administrative processes.

Responsibilities

• 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.
• Auxiliary 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.

Requirements

• 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.
• 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 management skills.
• Ability to work effectively with homeowners, board members, contractors, consultants, and vendors.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Experience with document management systems, electronic signature platforms, and project management software preferred.
• Ability to read and understand construction-related documents and project schedules.
• Strong attention to detail and problem-solving abilities.
• Ability to work independently while collaborating effectively within a team environment.
• Proof of a valid driver’s license and appropriate vehicle insurance required.