Project Coordinator (Commercial Development)

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

Overview

Sares Regis Group of Northern California (SRGNC) offers a broad scope of residential and commercial real estate development management services. With our principals having over 40 years of experience providing real estate services in the San Francisco Bay Area, Sares Regis has assembled a staff of remarkable talent from a wide range of related development backgrounds including urban and master planning, entitlements, architecture, various engineering disciplines, construction, project management, real estate development, asset management and financial services. We have developed over 21 million square feet of commercial, residential and mixed-use properties, primarily located throughout the San Francisco Bay Area. Our portfolio consists of a combination of operating assets, developments of our own and fee-based consulting and management services for clients.

The Project Coordinator will be responsible for coordinating various tasks to support project teams within the Commercial Development + Advisory (CD+A) group, including administrative support tasks. The position will facilitate and coordinate the work of one or more project teams during the execution of large-scale real estate development projects, and will act as a liaison between internal teams, consultants, vendors, and clients to keep project documentation, budgets, and reporting current.

The Project Coordinator will work across project teams in close coordination with Project Managers and CD+A leadership. This position is well-suited to a candidate with foundational project coordination or project administration experience (2+ years) in the AEC or real estate industry who is looking to build on that base, with mentorship and support to grow into greater responsibility over time.

Qualifications

• Bachelor’s degree is preferred. A combination of education and work experience will also be considered in lieu of degree.
• Two to three or more years of experience as a Project Administrator or Project Coordinator in real estate, construction, or a related industry.
• Experience managing multiple tasks and documents, analyzing data, 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.).
• Demonstrate a reliable, responsive and positive work ethic with the highest degree of integrity.
• Must be highly detail-oriented and committed to quality and accuracy, with critical attention to deadlines.
• Must be a fast learner and logical thinker, with the ability to recall information easily.
• Excellent communication skills, including verbal, written and presentation skills.
• Strong interpersonal skills and the ability to work proactively with clients and the project team.
• Ability to accurately track and report status when managing concurrently running projects.
• Ability to prioritize effectively and manage multiple tasks in a fast-paced environment, with support from senior team members as needed.
• Proven ability to work effectively both independently and in a team-based environment.
• Demonstrated willingness to be flexible and adaptable to changing priorities.
• Self-starter with strong ownership and accountability, eager to grow into executing with increasing independence over time.
• Strong problem-solving skills with the ability to think critically and act quickly.
• Ability to identify potential risk issues early and escalat appropriately to senior team members.
• Willingness to learn and use AI platforms to improve accuracy, quality and efficiency.

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.