Operations Coordinator (Construction)

Job Description

Job Description

Position Overview

Seeking a highly organized and detail-oriented Operations Coordinator to support both our Construction Coordinator and Settlement Coordinator functions. This role is critical to ensuring the smooth day-to-day coordination of construction, permitting, transaction management, and operational workflows across multiple departments.

The ideal candidate is proactive, highly responsive, and thrives in a fast-paced environment where follow-up and attention to detail are essential. This person will work closely with leadership and internal stakeholders daily, helping manage timelines, documentation, communication, and operational processes tied to both construction and real estate transactions.

This is an excellent opportunity for someone with a strong administrative or coordination background in real estate, construction, title processing, mortgage coordination, or related industries who is looking to grow within a dynamic organization.

Core Responsibilities

Construction & Project Coordination

• Assist with permitting, entitlement, and pre-construction coordination for residential construction and renovation projects.
• Track permit status, zoning requirements, inspections, and project timelines to help ensure projects remain on schedule.
• Coordinate with municipalities, contractors, vendors, and internal stakeholders regarding project-related documentation and approvals.
• Assist with purchase orders, estimates, invoices, utility coordination, and project-related administrative tasks.
• Maintain organized project documentation, schedules, and task tracking systems.
• Support the construction team with follow-up communication to ensure deadlines and deliverables are met.

Transaction & Settlement Coordination

• Assist in managing residential real estate transactions from contract to close.
• Coordinate communication between title companies, attorneys, acquisition teams, lenders, and internal departments.
• Track key transaction deadlines, contingencies, compliance items, and closing requirements.
• Review contracts and transaction documents for completeness and accuracy.
• Maintain detailed notes and transaction records within company systems.
• Assist with post-closing documentation, status updates, and payment processing.

Operations & Administrative Support

• Serve as a central point of coordination between multiple internal departments and external partners.
• Manage and prioritize multiple moving pieces while maintaining a high level of accuracy and responsiveness.
• Prepare reports, update spreadsheets, maintain databases, and organize operational records.
• Proactively identify potential delays or issues and communicate updates to leadership.
• Support leadership with scheduling, task management, and operational follow-through.
• Provide exceptional internal customer service and maintain professionalism in all interactions.

Qualifications Experience & Knowledge

• 3+ years of experience in operations coordination, transaction coordination, real estate administration, title processing, mortgage coordination, construction administration, or a related field.
• Familiarity with real estate contracts, title documentation, and settlement processes.
• Exposure to permitting, zoning, entitlement, or construction coordination processes preferred.
• Understanding of residential construction projects, renovations, or development workflows is a plus.

Skills & Abilities

• Extremely detail-oriented with strong organizational and follow-up skills.
• Ability to manage multiple priorities and shifting deadlines simultaneously.
• Strong communication and interpersonal skills.
• Self-starter mentality with a proactive and solutions-oriented approach.
• Ability to retain and recall detailed information related to contracts, titles, permits, leases, and project timelines.
• Strong sense of urgency and accountability.
• Comfortable working independently while collaborating across teams.
• Proficient in Microsoft Office Suite, including Excel and Outlook.

Ideal Candidate Profile

• High-energy, driven, and proactive personality.
• Naturally organized and process-oriented.
• Comfortable operating in a fast-paced environment with multiple moving pieces.
• Strong critical thinking and problem-solving abilities.
• Someone who takes ownership, follows through consistently, and does not need to be micromanaged.