Development Project Coordinator

Ohana Design & Build; Town of Florida (NY); On-site; USD 52,000 - 78,000; Full time

Job summary

The role emphasizes organization, accuracy, and timely work across monthly draw cycles and project records while collaborating with architects, engineers, lenders, and consultants.

Qualifications

• 1-3 years in project coordination, real estate development, or accounting support.
• Experience with vendor onboarding or contract administration is preferred.
• Exposure to lender draw processes or construction accounting is a plus.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Strong written and verbal communication abilities.

Responsibilities

• Coordinate vendor onboarding, W‑9s, COIs, ACHs, and other docs.
• Maintain vendor records and the development contract log.
• Track permits, insurance, and contract terms across the lifecycle.
• Organize project files and support document management standards.
• Assist monthly lender draw package with accounting for closings.
• Coordinate cross‑department meetings and action logs.

Skills

Highly organized

Attention to detail

Multi-tasking

Communication skills

Proactive

Independent

Education

Bachelor's degree in Business, Real Estate, Construction Management, Finance, or related field

Tools

Microsoft Excel

Sage 100 Contractor

Sage Paperless

DataXcel

Job description

Job Title: Development Project Coordinator

Reports To: VP of Development and Construction

About Panther National

Panther National is an ultra-luxury private golf and lifestyle community in Palm Beach Gardens, Florida. Set on roughly 400 acres, the community pairs custom estate homes with a championship 18‑hole golf course designed in partnership with Jack Nicklaus and Justin Thomas, along with a contemporary clubhouse, wellness and lifestyle center, and racquet facilities. As one of the first new private golf communities to open in Palm Beach County in two decades, Panther National is defined by modern architecture, environmentally sensitive planning, and an elevated approach to luxury living.

Panther National is seeking a highly organized and detail‑oriented Development Project Coordinator to support the development, construction, and accounting teams. This role serves as the operational hub for the development organization by coordinating vendor onboarding, invoice processing, contract administration, project documentation, and monthly draw support while ensuring information flows efficiently between Development, Construction, Accounting, and Finance.

The Development Project Coordinator plays a critical role in maintaining organized project records, supporting monthly accounting and lender draw cycles, and helping ensure development activities are completed accurately and on schedule.

Key Responsibilities

Project Administration

• Coordinate vendor onboarding, including collection of W‑9s, Certificates of Insurance (COIs), ACH forms, and other required documentation
• Maintain vendor records and supporting documentation
• Maintain the development contract log, including executed contracts, amendments, change orders, renewal dates, and key contract terms
• Coordinate contract administration and maintain contract files
• Track permits and approvals throughout the development lifecycle and coordinate with the Development team to monitor permit status and outstanding items
• Maintain project insurance documentation, including Certificates of Insurance (COIs), builder's risk, general liability, and other project-related insurance records
• Organize and maintain electronic project files
• Assist with implementation and maintenance of document management standards
• Coordinate recurring project meetings and maintain action item logs

Invoice & Accounts Payable Coordination

• Receive, log, and route invoices for coding and approval
• Confirm invoices are properly coded to the correct project, cost code, and budget line
• Track invoice status and follow up to ensure timely approvals ahead of the monthly close and draw cycle
• Assist the Development Accountant with resolving posting exceptions and coding discrepancies

Project Documentation & Records Management

• Maintain organized project files, including contracts, change orders, permits, and correspondence
• Track outstanding deliverables and follow up with responsible parties to keep projects on schedule
• Maintain accurate project logs, trackers, and status reports for Development and Construction leadership
• Support document control across the project lifecycle, from due diligence through close‑out

Monthly Draw Support

• Assist in assembling supporting documentation for the monthly lender draw package
• Coordinate with Accounting to confirm invoices and back‑up are complete and available for the draw cycle
• Help track draw submission deadlines and outstanding items
• Maintain organized lender draw files and support documentation

Cross‑Departmental Coordination

• Serve as a point of contact connecting Development, Construction, Accounting, and Finance
• Facilitate timely flow of information and documentation between internal teams and external partners
• Support scheduling and preparation for project meetings, including agendas and follow‑up items
• Assist with ad hoc administrative and reporting needs across the development organization

Cross‑Functional Collaboration

• VP of Development
• VP of Construction
• Panther CFO
• Architects, engineers, and development consultants
• Lenders and financing partners (as needed)
• Vendors and implementation partners

Required Experience

• 1-3 years of experience in project coordination, real estate development, construction administration, or accounting support
• Experience with vendor onboarding, contract administration, or invoice processing preferred
• Exposure to lender draw processes or construction/development accounting is a plus
• Highly organized with strong attention to detail
• Ability to manage multiple priorities and meet recurring monthly deadlines
• Strong written and verbal communication skills
• Proficiency with Microsoft Excel; familiarity with Sage 100 Contractor, Sage Paperless, or DataXcel a plus
• Comfortable coordinating across departments and with external partners
• Proactive, self‑directed, and able to follow through on open items independently

Education

• Bachelor's degree in Business, Real Estate, Construction Management, Finance, or a related field preferred
• Equivalent professional experience will be considered in lieu of a degree

Key Performance Indicators

• Timely and complete vendor onboarding
• Accurate maintenance of the development contract log
• Timely permit and entitlement tracking
• Complete and current insurance documentation
• Accurate and organized project files
• On‑time invoice routing and approval processing
• Timely support for monthly lender draw packages