Administrative Assistant Project Coordinator

Title: Project Coordinator – Real Estate & Special Projects

Chicago: This position will initially be onsite for 5 days a week but has the option of being hybrid when the incumbent is fully acclimated to the role.

Salary: 85K+ bonus

If you thrive in fast-moving construction environments and want hands-on involvement in distinctive, high-impact projects, this role will keep you fully engaged.

This opportunity is ideal for someone with 4–6 years of experience in commercial construction, high-end residential construction, or architecture who enjoys navigating complex builds, solving problems in real time, and keeping operations running smoothly. You’ll work directly with the Director of Real Estate & Special Projects, supporting everything from ground-up developments to unique, design-driven initiatives.

Because you’ll also interact with a family office, this role requires exceptional discretion, maturity, and professionalism. You’ll be trusted with sensitive information and expected to operate with clarity, confidence, and sound judgment.

What You’ll Do

• Support the Director across multiple concurrent real estate and construction projects.
• Organize and maintain all project documentation, including contracts, permits, architectural drawings, purchase orders, and compliance materials.
• Act as a central communication point between internal teams, architects, contractors, consultants, and external partners.
• Track schedules, budgets, reports, invoices, and reimbursements with accuracy and urgency.
• Assist with the bidding process by preparing RFPs, gathering proposals, and developing bid comparisons.
• Coordinate site visits, project meetings, and walkthroughs; capture and distribute detailed meeting minutes.
• Support procurement activities, purchase orders, and vendor documentation.
• Manage close-out materials such as warranties, manuals, lien waivers, and turnover packages.
• Maintain organized archives for leases, rent rolls, renewals, insurance, and compliance documents.
• Monitor payment applications, change orders, and invoice flow; collaborate with accounting to ensure timely processing.
• Exercise firm, confident management when working with vendors and contractors, ensuring expectations, timelines, and deliverables are met.

What You Bring

• 4–6 years of experience in commercial construction, high-end residential construction, architecture, or a related field.
• A high-energy, solutions-driven approach with the ability to stay sharp in a fast-paced environment.
• Strong critical thinking skills — you anticipate issues, connect dots quickly, and offer practical solutions.
• Excellent organizational abilities and the capacity to manage multiple priorities simultaneously.
• Clear, polished communication skills, both written and verbal.
• A high level of discretion, professionalism, and judgment.
• Proficiency in Microsoft Office (especially Excel) and familiarity with project tracking or document management systems.
• A bachelor’s degree in a related field.

Why This Role Stands Out

• You’ll be involved in distinctive, high-visibility projects from concept through completion.
• You’ll gain exposure to both construction operations and family office dynamics.
• You’ll work directly with a senior leader who values initiative, clarity, and strong follow-through.
• You’ll join a team that moves quickly, thinks strategically, and executes with precision.

ABOUT ACCURATE PERSONNEL

Do you need your next job fast? Accurate Personnel is here to help! As an industry-leading full-service staffing agency, we have all the tools you need to start earning that next paycheck soon. Send us your application and our team will instantly get to work on finding you the right placement to fit your needs. Accurate Personnel has provided temporary job services and direct hire searches for 45 years. Our expertise has allowed us to grow from a regional Chicagoland office into a nationwide search firm that services over 500 clients while never losing sight of personalized service. Let Accurate work for you. Apply with us today!

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