Robert Half is working with a highly respected real estate development and investment firm with a long-standing track record of delivering large-scale residential, commercial, and mixed-use projects throughout the San Francisco Bay Area. With decades of industry expertise and a diverse portfolio spanning development, asset management, construction, and consulting services, the organization is known for its commitment to excellence, innovation, and long-term growth.
They are seeking an experienced Commercial Project Coordinator to support multiple development and construction projects. If you are detail oriented, have experience with Real Estate Development and or Constriction, and are looking for your next opportunity, this could be a great role for you! Please see the description below and if interested, apply now.
Responsibilities
- Coordinate and support one or more project teams throughout the execution of large-scale real estate development projects.
- Maintain and manage large project databases, utilize reporting tools, and interpret data in relation to project deliverables.
- Enter, update, and maintain detailed project budgets within designated databases, including preparing monthly cost reports.
- Establish and maintain contract tracking procedures and policies, including onboarding consultants into the project billing system.
- Monitor and track project purchase orders, change orders, and vendor invoices.
- Process consultant invoices and verify that all required lien waivers, insurance certificates, and compliance documentation are received before payment approval.
- Review, code, track, and process project expenses and invoices, ensuring accurate allocation to the appropriate cost codes within accounting systems.
- Monitor and maintain Certificates of Insurance for assigned projects.
- Coordinate the collection of lien waivers from consultants and submit completed documentation to clients.
- Prepare for and participate in weekly construction and design review meetings.
- Keep Project Managers and relevant stakeholders informed of project progress, potential issues, and matters that could affect client relationships.
- Work with urgency in a fast-paced environment, effectively balancing competing priorities, deadlines, and multiple projects.
- Maintain well-organized, audit-ready project files, including drawings, Requests for Information (RFIs), and submittals, ensuring documentation is accurate and readily accessible.
- Support project closeout activities by collecting and organizing all required final documentation from subcontractors, suppliers, and consultants.
- Collaborate with project managers, accounting teams, clients, and external partners to support project coordination and keep deliverables on schedule.
- Take a hands-on, proactive approach to assigned responsibilities, demonstrating accountability and ownership from start to finish.
- Perform additional job-related duties as assigned.
- Bachelor’s degree preferred; an equivalent combination of education and professional experience will also be considered.
- 2–3+ years of experience as a Project Administrator or Project Coordinator within real estate, construction, or a related industry.
- Experience managing multiple tasks and project documents, analyzing data, overseeing contracts, and preparing progress reports.
- General understanding of project budgets and cost reporting, with an eagerness to develop more advanced expertise.
- Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint, as well as Adobe Acrobat and Procure. Familiarity with Google Workspace applications, including Docs, Sheets, and Slides, is preferred.
- Demonstrates a dependable, responsive, and positive work ethic, with the highest standards of integrity.
- Exceptional attention to detail, with a strong commitment to quality, accuracy, and meeting deadlines.
- Ability to learn quickly, think logically, and retain information effectively.
- Excellent verbal, written, and presentation skills.
- Strong interpersonal and relationship-building skills, with the ability to collaborate proactively with clients and project teams.
- Ability to accurately monitor, track, and report progress across multiple concurrent projects.
- Strong organizational and prioritization skills, with the ability to manage competing responsibilities in a fast-paced environment while seeking guidance from senior team members when needed.
- Proven ability to work effectively both independently and collaboratively within a team.
- Flexibility and adaptability when responding to shifting priorities and project requirements.
- Self-motivated, accountable, and proactive, with a strong sense of ownership and a desire to take on greater independence over time.
- Excellent problem-solving and critical-thinking skills, with the ability to assess situations and respond efficiently.
- Ability to recognize potential project risks early and escalate concerns to senior team members appropriately.
- Willingness to learn and leverage AI tools to enhance accuracy, quality, and overall efficiency.