Construction Project Coordinator

ALL IN ONE Employment Services; Miami (FL); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Paid time off

Paid holidays

Paid vacation

Paid personal days

Birthday off

Job summary

ALL IN ONE Employment Services seeks a sharp, organized professional to be the CEO's right hand, managing construction projects and providing executive and personal support. The role combines project coordination with high-trust administrative duties in a fast-paced environment.

Based in Coral Gables, FL, you will coordinate calendars, due diligence, contracts, reporting, and cross-functional communication, while also overseeing insurance, records, and office operations.

Qualifications

• Minimum 5 years of office experience, construction and real estate development experience required.
• Strong project planning, coordination, and organizational skills with time management focus.
• Initiative and analytical problem-solving under deadline with minimal supervision.
• Excellent attention to detail and accuracy, especially with numbers.
• Proficient in Microsoft Office; strong Excel skills for reports.
• Bilingual English & Spanish preferred.
• Experience handling contracts, insurance paperwork, banking and accounting tasks.

Responsibilities

• Be the CEO's gatekeeper and right hand - manage calendar, contacts, scheduling, and front-line communication, keeping priorities on track.
• Provide strategic administrative support through detailed analysis, information organization, and executive reporting; gather, organize, and summarize information for the CEO.
• Handle occasional personal-assistant tasks with discretion and good judgment (e.g., errands, gifts, and time-sensitive personal requests).
• Draft, review, and coordinate documents for consistency, accuracy, and clarity.
• Be the hub of the head office for real estate development and entitlement side, keeping complex projects moving.
• Lead pre-purchase due diligence on land and redevelopment opportunities, surfacing risks and opportunities before we commit.
• Think from a legal perspective and navigate zoning rules, entitlement processes, and approvals.
• Review and draft contracts, coordinating with counsel to protect the company's interests and keep deals on track.
• Drive cross-functional communication among contractors, professionals, consultants, and subcontractors to hit milestones.
• Manage RFIs, submittals, and change orders - coordinate submission and timely review by CEO.
• Help manage permitting, inspection scheduling, and documentation to ensure compliance with local codes.
• Anticipate project and team-lead needs and take initiative to keep things moving; perform additional oversight as needed.
• Support the finance team - review project draws vs budgets, coordinate with bank inspectors for timely payment.

Skills

Five years office experience

Construction & real estate experience

Project planning & coordination

Initiative & analytical thinking

Attention to detail

Microsoft Office & Excel

Bilingual English & Spanish

Contract, insurance, banking tasks

Tools

Microsoft Office

Job description

We are looking for the CEO's right hand - a sharp, organized, get-it-done professional who can run point on construction projects and handle executive and personal support with equal ease. This is a high-trust, high-impact role: part project coordinator who pushes work across the finish line, part executive assistant who keeps the CEO's day running smoothly.The ideal candidate has real construction and real estate development experience, an eye for detail, a head for numbers, strong analytical skills, and the kind of initiative that anticipates what's needed before being asked. You are just as comfortable dealing with construction issues or reconciling a draw schedule as you are arranging the occasional Executive/Office matters. No task is beneath you, and no project is too complex to coordinate.If you are resourceful, unflappable under deadline, and take pride in making sure things actually get done, we want to meet you.

What You'll Do

• Be the CEO's gatekeeper and right hand - manage the calendar, contacts, scheduling, and front-line communication, keeping priorities on track.
• Provide strategic administrative support through detailed analysis, information organization, and executive reporting; gather, organize, and summarize information for the CEO.
• Handle occasional personal-assistant tasks with discretion and good judgment (e.g., errands, gifts, and time-sensitive personal requests).
• Draft, review, and coordinate documents for consistency, accuracy, and clarity.

Development Project Coordination & Construction Support

• Be the hub of the head office for the real estate development and entitlement side - keeping complex projects moving and helping them reach the finish line.
• Lead pre-purchase due diligence on land and redevelopment opportunities, surfacing risks and opportunities before we commit.
• Think from a legal perspective and navigate zoning rules, entitlement processes, and approvals.
• Review and draft contracts, coordinating with counsel to protect the company's interests and keep deals on track.
• Have an excellent eye for numbers and research capabilities - we deal in market study reports, area reports on demographics, cost/budget analysis, schedule impacts, executive summaries and investor reports, and other relevant research to inform decisions, as well as other ad hoc reporting that may be needed.
• Drive cross-functional communication among the contractors, professionals, consultants, and subcontractors to keep every phase of the project aligned, and pushing our professionals and consultants to hit milestones.
• Manage RFIs, submittals, and change orders - coordinate submission and tracking and ensure timely review and response from the CEO.
• Help manage permitting, inspection scheduling, and documentation to ensure compliance with local codes and regulations.
• Anticipate project and team-lead needs and take initiative to keep things moving; perform additional project oversight duties as the business evolves.
• Support the finance team - review project draws versus budgets, approved changes, etc. and coordinate with bank inspectors as needed to facilitate timely payment.

Insurance, Records & Office Management

• Coordinate insurance matters with agents, attorneys, and professionals to manage risk, ensure compliance, and support business objectives.
• Own filing and records management - both electronic and paper - keeping documentation organized, accurate, and easy to retrieve.
• Support day-to-day office management and ensure every interaction - with clients, vendors, and subcontractors - reflects outstanding, friendly service.
• Prepare and distribute project status updates to ownership and investors, clearly communicating milestones and deliverables.
• Attend weekly meetings and report progress.

What You'll Need

• Minimum 5 years of office experience; previous construction and real estate development experience required.
• Strong project planning, coordination, and organizational skills with a focus on time management.
• Initiative and the analytical skill to anticipate project and team needs and solve problems creatively under deadline, with minimal supervision.
• Excellent attention to detail, reading comprehension, and accuracy - especially with numbers.
• IT-savvy and web-savvy: confident with technology, online research, and digital tools; proficient in Microsoft Office, with strong Excel skills for reports.
• Comfort handling legal documents, insurance paperwork, banking, and accounting tasks.
• Excellent written and verbal communication; able to build strong relationships at all levels and with outside resources.
• Ability to motivate others and manage multiple priorities and tight timeframes simultaneously.
• Knowledge of basic construction procedures; familiarity with the entitlement process and supervisory experience are a plus.
• Bilingual English & Spanish preferred.

What We Offer

• A comprehensive benefits package including health and dental insurance, paid time off, paid holidays, paid vacation, paid personal days, and a paid birthday off.

Compensation is $70,000-$100,000 per year based on relevant experience, plus a discretionary bonus. The right person who ticks every box earns at the top of the range; a sharp, trainable candidate will have a clear path to rise quickly.

Schedule: Monday-Friday. Work location: in person, Coral Gables, FL.