Hybrid Cross Functional Project Coordinator

at WS Development

• Job title: Cross Functional Project Coordinator
• Job type: Full Time
• Experience level: Junior, Mid level
• Salary: Not specified
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, Chestnut Hill, United States

About the role

• Cross Functional Project Coordinator supporting teams in managing contracts and project documents for development projects at WS Development. Focusing on organizational coordination across diverse teams in real estate and construction.

Responsibilities

• Track, organize, and maintain contracts, amendments, change orders, and other project documentation.
• Support processing of service and consultant agreements, along with related change orders.
• Ensure documents are properly reviewed, routed for approval, and filed in accordance with company standards.
• Partner with teams on architect agreements as needed, while ensuring most documentation remains with the responsible project team.
• Assist with coordination across multiple teams on development and construction projects.
• Maintain logs and trackers for contracts, invoices, and project paperwork.
• Support Tenant Construction with upkeep of the monthly tracker, which combines Salesforce data with project-specific context for high-priority deals.
• Provide timely follow-up to ensure outstanding items are completed.
• Collect and manage Certificates of Insurance (COIs) for vendors and partners.
• Set up new vendors, including collection of W9s and related documentation.
• Provide meeting support, including preparing hearing materials, pulling relevant documents, and coordinating poster boards for town hearings.
• Schedule meetings and calls across internal teams and external partners.
• Provide administrative support including mail handling, meal pick-up coordination, and note-taking during occasional meetings with Studio and Leasing.
• Prepare agendas, track action items, and distribute follow-up notes as needed.
• Help keep project calendars, deadlines, and key milestones up to date.
• Assist in creating and maintaining shared filing systems and organizational tools.
• Support expense reporting, invoice processing, and related administrative workflows.
• Provide occasional backup support to other administrative needs within the teams.
• Coordinate travel arrangements and related expense documentation for Development team.

Requirements

• 2+ years of administrative or project coordination experience, preferably in real estate development, construction, or related industries.
• Strong attention to detail with excellent organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with project management or document control software a plus.
• Ability to manage multiple priorities, meet deadlines, and work collaboratively across teams.
• Strong written and verbal communication skills.
• Proactive, resourceful, and comfortable working in a fast-paced environment.