Project Coordinator - New Homes

Brandywine Homes; Irvine (CA); On-site; USD 52,000 - 76,000; Full time

Job summary

Brandywine Homes is seeking a Project Coordinator to support administration and compliance of consultant contracts across multiple projects. The role focuses on coordinating contract documentation, insurance compliance, and maintaining accurate project records.

The ideal candidate is highly organized, detail-oriented, and capable of managing deadlines and documentation requirements, with strong follow-through on contractual obligations.

Qualifications

• 2+ years of experience in project coordination or related fields.
• Experience with consultant, vendor, or professional services agreements preferred.
• Strong organizational and documentation management skills with attention to detail.
• Proficiency with Microsoft Office and document/project management systems.

Responsibilities

• Coordinate the preparation, routing, execution, and maintenance of consultant agreements, change orders, purchase orders, exhibits, and related contract documentation.
• Track contract status, signatures, expiration dates, renewals, amendments, and other key milestones.
• Maintain accurate and organized electronic contract files and project records.
• Coordinate with project managers, consultants, legal, procurement, finance, and other internal stakeholders to resolve contract-related issues.
• Monitor consultant contracts for compliance with established company policies, project requirements, and contractual obligations.
• Assist with onboarding new consultants and ensuring required documentation is received before work begins.
• Support contract closeout activities, including confirmation of outstanding documentation and completion of required records.
• Review and monitor consultant certificates of insurance (COIs) and related insurance documentation for compliance with contractual requirements.
• Track required coverage, limits, policy dates, endorsements, additional insured status, and other insurance provisions. Use Paladin to track insurance.
• Maintain an insurance compliance tracker and proactively follow up on expired, missing, or non-compliant documentation.
• Coordinate with consultants, insurance brokers, risk management, and internal stakeholders to obtain updated or corrected insurance documentation.
• Escalate insurance exceptions or gaps to the appropriate project, risk management, legal, or management personnel.
• Ensure consultants satisfy required insurance and compliance conditions prior to mobilization or commencement of applicable work.
• Maintain audit-ready records of insurance documentation and compliance communications.

Skills

Project coordination

Contract administration

Vendor management

Insurance compliance

Organization

Communication skills

Documentation management

Tools

Microsoft Office

Excel

Job description

Brandywine Homes seeks a Project Coordinator. The Project Coordinator supports the successful administration and compliance of consultant contracts across multiple projects. This role is responsible for coordinating contract documentation, monitoring insurance and compliance requirements, maintaining accurate records, and serving as a key point of coordination between project teams, consultants, vendors, and internal stakeholders.

The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple deadlines and documentation requirements. This position requires strong follow-through, attention to contractual and insurance requirements, and the ability to identify and escape compliance issues before they impact project activities.

Key Responsibilities:

• Coordinate the preparation, routing, execution, and maintenance of consultant agreements, change orders, purchase orders, exhibits, and related contract documentation.
• Track contract status, signatures, expiration dates, renewals, amendments, and other key milestones.
• Maintain accurate and organized electronic contract files and project records.
• Coordinate with project managers, consultants, legal, procurement, finance, and other internal stakeholders to resolve contract-related issues.
• Monitor consultant contracts for compliance with established company policies, project requirements, and contractual obligations.
• Assist with onboarding new consultants and ensuring required documentation is received before work begins.
• Support contract closeout activities, including confirmation of outstanding documentation and completion of required records.

Insurance & Compliance

• Review and monitor consultant certificates of insurance (COIs) and related insurance documentation for compliance with contractual requirements.
• Track required coverage, limits, policy dates, endorsements, additional insured status, and other insurance provisions. Use Paladin to track insurance.
• Maintain an insurance compliance tracker and proactively follow up on expired, missing, or non-compliant documentation.
• Coordinate with consultants, insurance brokers, risk management, and internal stakeholders to obtain updated or corrected insurance documentation.
• Escalate insurance exceptions or gaps to the appropriate project, risk management, legal, or management personnel.
• Ensure consultants satisfy required insurance and compliance conditions prior to mobilization or commencement of applicable work.
• Maintain audit-ready records of insurance documentation and compliance communications.

Project Coordination & Reporting

• Assist Project Managers with maintaining project schedules.
• Assist with preparing project city submittal packages.
• Assist with obtaining plan approvals and permits.
• Provide administrative and coordination support to project teams as needed

Qualifications

• 2+ years of experience in project coordination, contract administration, construction administration, vendor management, insurance compliance, or a related field.
• Experience working with consultant, vendor, or professional services agreements preferred.
• Familiarity with certificates of insurance and common commercial insurance requirements preferred.
• Strong organizational and document management skills with exceptional attention to detail.
• Ability to manage multiple projects, deadlines, and priorities simultaneously.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, Excel, and document management or project management systems.
• Ability to identify discrepancies, follow up persistently, and escalation issues appropriately.
• Experience working in a construction, engineering, architecture, real estate, or professional services environment is a plus.