Growth-Focused Real Estate Project Coordinator

SARES REGIS Group; San Mateo (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Sares Regis Group in Northern California seeks a Project Coordinator to support the Commercial Development + Advisory group. You will facilitate teams, manage data, budgets, and reporting on large-scale real estate projects, coordinating with internal teams, consultants, vendors, and clients.

This role suits candidates with 2+ years in project coordination in AEC or real estate, strong attention to detail, and excellent communication.

Qualifications

• Bachelor’s degree preferred; combination of education and work experience will be considered.
• 2–3+ years of experience as a Project Administrator or Project Coordinator in real estate, construction, or related industry.
• Experience managing multiple tasks, data analysis, contract management, and progress reporting.
• General familiarity with project budgeting and cost reporting, with a willingness to build deeper expertise on the job.
• Proficient with Microsoft Office Suite including Word, Excel, and PowerPoint, as well as Adobe Acrobat and Procure. Preferred experience in Google Workspace applications (Docs, Sheets, Slides, etc.).

Responsibilities

• Facilitate and coordinate the work of one or more project teams during the execution of large-scale real estate development projects.
• Manage large databases, use reporting tools, and understand how data applies to project deliverables.
• Input and update detailed budgets in a database and complete monthly cost reporting.
• Implement and maintain contract tracking processes and policies, including setting up consultants into the project billing system.
• Track purchase orders, change orders, and invoices for vendors assigned to the project.
• Process consultant invoices, ensuring proper lien waivers, insurance certificates, and compliance documentation are collected before payment approval.
• Code, track and process project expenses and invoices, ensuring proper allocation to cost codes within the accounting software.
• Manage and track Certificates of Insurance for the different projects.
• Manage the collection of lien waivers from consultants and submit to client.
• Prepare for and participate in weekly construction and design review meetings.
• Keep the Project Manager (PM) and others informed about project status and issues that may impact client relations.
• Operate with urgency in a fast-paced environment, effectively prioritizing multiple competing deadlines and projects.
• Maintain organized project files, including drawings, RFIs and submittals, ensuring they are audit-ready and easily accessible.
• Assist in project closeout, including all final documents required of subcontractors/suppliers and consultants.
• Coordinate with project managers, accounting, clients and external partners to help keep projects on track.
• Demonstrate a roll-up-your-sleeves, hands-on approach and a strong sense of ownership over all assigned work.
• Perform miscellaneous job-related duties as assigned.

Skills

Project coordination

Data reporting

Budgeting basics

Communication skills

Detail-oriented

Multitasking

Education

Bachelor’s degree preferred

Tools

Microsoft Word

Excel

PowerPoint

Adobe Acrobat

Procure

Google Workspace

Job description

Sares Regis Group in Northern California seeks a Project Coordinator to support the Commercial Development + Advisory group. You will facilitate teams, manage data, budgets, and reporting on large-scale real estate projects, coordinating with internal teams, consultants, vendors, and clients.

This role suits candidates with 2+ years in project coordination in AEC or real estate, strong attention to detail, and excellent communication.