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Hybrid Cross Functional Project Coordinator

at WS Development
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Posted 3 weeks ago

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About the role

  • 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.

Job title

Cross Functional Project Coordinator

Job type

Full Time

Experience level

JuniorMid level

Salary

Not specified

Degree requirement

No Education Requirement

Location requirements

HybridChestnut HillUnited States

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