Administrative Project Manager / Project Coordinator

The purpose of this role is to provide full administrative support to ownership.

• Development
  • Accompany owner to meetings with architects
  • Obtain necessary municipal approvals and permits
  • Prepare draft budgets for review and approval by ownership
  • Provide project documentation as required by CFO for third-party funding
  • Deliver approved budget to Project Accountant for upload into Yardi
  • Prepare and distribute digital and/or hard copy bid packages to contractors
  • Track bids prior to awarding contracts
  • Coordinate efforts across all project partners
• Construction
  • Prepare and distribute digital and/or hard copy contracts by trade
  • Prepare and deliver digital purchase orders to vendors for materials purchasing
  • Assist with scheduling of contractors, material delivery to sites, etc.
  • Specify and source interior finishes on speculative projects
  • Guide custom homebuyers through construction and upgrades selection process
  • Meet with contractors and/or ownership on job sites to ensure proper installation of interior finishes
  • Assure the timely availability and delivery of materials to meet the construction schedule
  • Prepare final submission to municipalities for procurement of Certificates of Completion
• Sales & Marketing
  • Work with vendors on creating sales and marketing material as required, i.e. signage, web site, project renderings, etc.
  • Meet with prospective home buyers to provide overview of building process / approvals status
  • Prepare Exhibits to Contract of Sale, i.e. Construction Specifications, Allowance Schedules, Schedule of Upgrades and Selection Deadline Schedule
• Insurance
  • Collect and track contractors’ insurances and upload into Yardi
  • Consult with outside risk manager on contractors’ insurance compliance as required
  • Procure and/or manage insurance coverages
  • Consult with outside insurance agent and risk manager to obtain quotations for coverages
• Job Costing - Yardi
  • Enter all contracts /purchase orders /contractor insurance into Yardi
  • Track contract status
  • Review and approve all invoicing received
  • Provide job cost reporting to ownership as required
• Administration
  • Maintain digital files of all construction drawings, site plans, surveys, permits, plumbing specs, appliance specs, cabinetry layouts, tile schedules, slab/top schedules, paint schedules etc. for distribution to field personnel and overlapping trades.
  • Maintain all project files / completed files for warranty reference
  • Keep current with all Site Plan requirements including performance bonds, quarterly water quality testing, DEC filings, etc.

• Important Qualities in a Project Coordinator

• • Detail Oriented – Attention to detail is critical when overseeing many different aspects of a project.
  • Knowledgeable – Be prepared to handle the minutiae inherent in projects and be able to provide such information to field personnel and contractors as required.
  • Good Communicator – Be able to communicate both verbally and digitally and provide clear and complete information
  • Productive – Must have the ability to work independently on many different aspects of the project simultaneously without specific direction
  • Follow Through – Follow through is key. Constant follow up is critical for communicating expectations and keeping a job on schedule.