Project Coordinator - Real Estate and Facilities

Responsibilities Create and manage project activities within the department's internal database. Support the Real Estate Development Project Manager in project design and construction activities. Assist in processing progress billing using AIA (American Institute of Architects) standards. Track budgets, submittals, change orders, permits, schedules, etc., using project management software. Work with vendors and clients to execute vendor agreements, certificates of insurance, and contracts. Collaborate with stakeholders to develop RFPs, distribute them, and compile results for decision-making. Organize Property Management, Project, and Real Estate files both electronically and in hard copies as needed. Assist in budgeting and invoicing processes within the department. Attend and document weekly Project Management meetings, distributing meeting minutes as necessary. Maintain regular communication with suppliers and business lines to ensure procurement needs and service levels are met. Interact with government authorities regarding permits, inquiries, and other relevant matters. Perform all other duties and special projects as assigned. Education and/or Training High School Diploma or equivalent, a degree in Business Administration, Project Management, Construction Management, Real Estate, or relevant field preferred Additional education, certifications, or experience are a plus Proficient in various desktop tools including MS Office Programs (i.e. Outlook, Excel, Word, PowerPoint, Project, Visio, SharePoint etc.) Familiarity with office technology and equipment, including computers, fax machines, scanners, printers, phone systems, etc. Relevant Work Experience 2-4 years’ experience in administrative services or related fields Familiarity with administrative processes, vendor management, and coordination of project-related documentation Proficiency in a technical or functional area; knowledge of work processes and tools is generally limited to own area of responsibility or department Understanding of accounting principles and bookkeeping software may be required Reviewing and improving processes, methods, and tools to increase efficiency, accuracy, and security Planning/Organizing/Managerial Knowledge Proactive, organized approach to multitasking and prioritization Effectively manages time and consistently meets deadlines with some guidance from manager Demonstrates accuracy, thoroughness and effectiveness in work Demonstrates attention to detail and commitment to doing quality work Adjusts quickly to new or changing assignments, processes and people Displays professionalism and remains composed when faced with challenges Learns from experience; modifies behavior to be more effective Recognizes one’s own strengths and opportunities for growth Uses existing procedures to solve routine or standard problems; applies some degree of judgement and discretion Applies basic knowledge of theories, practices and procedures to complete assigned work Decisions are guided by policies, procedures and business plan; receives some guidance and oversight from manager Communicating & Influencing Skills Strong verbal and written communication skills Strong interpersonal and customer service skills Ability to express information and ideas in a clear and organized manner Gathers, clarifies, and applies information to provide timely and effective responses to the needs of both internal and external customers Takes personal responsibility for customer satisfaction and loyalty Works independently or with others within own area or department to achieve team goals Offers support to other team members; follows through on commitments Applies emotional intelligence in responses and reactions Demonstrates consistency between words and actions Listens openly and carefully to others’ ideas and suggestions; respects opposing points of view Consistently earns trust, loyalty and respect of others Outputs Consistently demonstrate proficiency in organizing and managing project schedules, resources, and documentation to ensure seamless project execution. Maintain clear and proactive communication with internal teams, clients, and vendors throughout the project lifecycle to ensure alignment and minimize misunderstandings. Successfully manage project budgets and timelines by identifying potential risks early and implementing corrective actions to stay within approved parameters. Ensure all project activities adhere to quality standards, regulatory requirements, and company policies to deliver high-quality outcomes and maintain organizational integrity. Actively contribute to fostering a collaborative and supportive team environment by promoting open communication, sharing knowledge, and assisting colleagues as needed. Proactively identify opportunities to streamline processes, improve efficiency, and enhance project management methodologies to achieve better outcomes and client satisfaction. Note: This description focuses on the role responsibilities and qualifications relevant to the position. EEO statements and company-wide benefits are retained as applicable to employment terms. #J-18808-Ljbffr Holman