Executive Assistant / Project Coordinator

A well-established and growing hospitality organization is seeking an experienced Project Coordinator to support the successful planning, coordination, and execution of projects across its premier club and hotel portfolio.

This role ensures all projects are organized, tracked, and aligned with the organization's high standards, timelines, and expectations. The Project Coordinator will serve as a key liaison between the President, project managers, internal departments, and external partners. This position requires a professional capable of managing complex priorities-from subcontractor research and bid solicitation to tracking master material lists and project budgets.

Compensation & Benefits: $60,000 - $80,000 base, medical and dental coverage (75% employer paid after waiting period), 401k with 6% match, PTO, personal and sick days, paid holidays, life insurance, STD/LTD, and more. Local candidates are strongly preferred.

Must-Haves

• 5+ years of project coordination or senior administrative experience supporting executive leadership.
• Experience in hospitality, real estate development, construction coordination, HOA/community management, or multi-property environments strongly preferred.
• Proven ability to maintain and update project schedules, timelines, and task lists.
• Exceptional organizational skills for managing digital and physical project files, including contracts, permits, and approvals.
• Strong communication skills to effectively solicit bids and coordinate with subcontractors and vendors.
• Technical proficiency in project tracking tools and the ability to maintain databases of preferred vendors.
• Task-oriented and proactive demeanor, with the ability to escalate risks or delays to leadership in a timely manner.

Key Responsibilities

• Project Scheduling & Coordination: Maintain master schedules and coordinate with internal departments and vendors to ensure alignment on deliverables.
• Vendor & Subcontractor Management: Research qualified vendors, solicit bids, and maintain an updated database of preferred partners.
• Tracking & Reporting: Prepare consistent status reports outlining progress, risks, and next steps while tracking all project milestones.
• Materials & Finishes Oversight: Develop and maintain master lists of project finishes and materials, ensuring selections are documented and procurement is tracked.
• Documentation & Organization: Ensure all project documentation-including correspondence and approvals-is current, accurate, and easily accessible.
• Budget & Procurement Support: Assist in tracking project budgets, invoices, and expenses while coordinating with accounting for timely processing.
• Leadership Support: Serve as a point of contact for the President and project managers, providing updates and documentation to support executive decision-making. Compliance & Improvement: Support compliance with local regulations and safety standards while identifying opportunities to improve workflows.

If you are a highly organized, detail-driven professional who thrives in a fast-paced executive environment and enjoys supporting leadership at a strategic level, this is an outstanding opportunity to grow within a thriving hospitality organization.
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