Project Coordinator (Commercial Development)

SRGNC NEW; San Mateo (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Sares Regis Group of Northern California (SRGNC) is seeking a Project Coordinator to support the Commercial Development + Advisory group. You will coordinate project teams, manage documentation, budgets and monthly reporting, and serve as a liaison with clients, consultants and vendors.

Ideal candidates have 2+ years in project coordination in real estate/AEC, strong software skills (MS Office, Google Workspace, Adobe Acrobat), excellent communication, attention to detail, and a proactive,

Qualifications

• Bachelor's degree preferred; combination of education and work experience considered.
• 2+ years as Project Administrator or Project Coordinator in real estate, construction, or related industry.
• Experience managing multiple tasks and documents, analyzing data, contract management, and progress reporting.
• Familiar with project budgeting and cost reporting; willingness to deepen expertise on the job.
• Proficient with Word, Excel, and PowerPoint; Adobe Acrobat and Procure; Google Workspace.
• Strong communication, interpersonal and presentation skills; detail-oriented with deadlines.
• Fast learner, reliable, with ownership and accountability; able to adapt to changing priorities.

Responsibilities

• Coordinate one or more project teams during large-scale real estate development projects.
• Manage large databases, use reporting tools and apply data to deliverables.
• Input and update budgets in a database and complete monthly cost reporting.
• Implement and maintain contract tracking and set up consultants in the billing system.
• Track purchase orders, change orders and invoices for project vendors.
• Process consultant invoices with lien waivers and insurance certificates.
• Code and track project expenses to cost codes in accounting software.
• Maintain Certificates of Insurance for projects and collect lien waivers.
• Prepare for and participate in weekly construction and design review meetings.
• Keep PM and team informed about status and issues affecting client relations.
• Prioritize in a fast-paced environment; maintain audit-ready project files.
• Assist in project closeout with final documents for subcontractors/suppliers.
• Coordinate with PM, accounting, clients and external partners to stay on track.
• Demonstrate hands-on ownership and adaptability to changing priorities.
• Perform miscellaneous duties as assigned.

Skills

Project coordination

Budgeting

Contract management

Data reporting

Administrative skills

Communication skills

Time management

Fast learner

Problem solving

Attention to detail

Ownership mindset

Teamwork

AI platforms

Education

Bachelor’s degree preferred

Tools

Microsoft Office

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.