Project Support Coordinator

SUN CITY LINCOLN HILLS COMMUNITY ASSOC CA NONPROFT MUTUAL BNFT CORP; Lincoln (CA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health insurance

401(k) plan with employer match

Dental & Vision insurance

Flexible Spending Account

Paid time off & holidays

Life insurance

Job summary

Sun City Lincoln Hills Community Association is seeking a highly organized Project Support Coordinator to help manage capital improvement, facility, and operational projects across the community.

Work closely with the Project Manager as a central resource for coordination, documentation, scheduling, budget tracking, and administrative support. The role requires attention to detail, ability to handle multiple priorities, and effective communication with staff and vendors.

Qualifications

• Associate degree in Business Administration, Project Management, Construction Management, or related field preferred.
• Equivalent combination of education and relevant experience may be considered.
• Two (2) years of project coordination, administrative support, construction administration, facilities support, or related experience preferred.

Responsibilities

• Coordinate multiple projects from planning through closeout.
• Maintain project schedules, action items, deadlines, and status reports.
• Coordinate meetings, site visits, contractor schedules, and project logistics.

Skills

MS Office

Project coordination

Documentation management

Budget tracking

Communication

English proficiency

Education

Associate degree in Business Administration or related field

Tools

Microsoft Project

Job description

Help Keep Projects Moving Sun City Lincoln Hills Community Association is seeking a highly organized and detail-oriented Project Support Coordinator to support the successful delivery of capital improvement, facility, and operational projects across the community.

Working closely with the Project Manager, this role serves as a central resource for project coordination, documentation, scheduling, budget tracking, vendor communications, and administrative support. If you enjoy managing details, coordinating multiple priorities, and helping complex projects stay on track, we'd love to hear from you.

What You'll Do

• Project Coordination and Administration
• Support multiple projects from planning through closeout.
• Maintain project schedules, action items, deadlines, and status reports.
• Coordinate meetings, site visits, contractor schedules, and project logistics.
• Prepare meeting agendas, notes, and followup items.
• Assist with project updates, presentations, and Board or committee materials.

• Documentation and Records Management
• Maintain organized electronic and physical project files.
• Track contracts, permits, plans, proposals, correspondence, warranties, and closeout documents.
• Monitor project records and follow up on missing information.
• Update project dashboards, logs, templates, and tracking tools.
• Assist with project closeout and final documentation management.

• Procurement and Vendor Support
• Assist with bid solicitations, RFPs, RFQs, and vendor documentation.
• Track proposals, contracts, insurance certificates, licenses, and permits.
• Organize bid comparisons and supporting materials.
• Coordinate communications with vendors, contractors, and consultants.

• Budget and Project Tracking
• Track project budgets, purchase orders, invoices, contracts, change orders, and expenditures.
• Maintain accurate financial records and identify discrepancies for review.
• Support project reporting and budget monitoring.

• Communication and Site Support
• Participate in project meetings and site visits as needed.
• Document project progress through notes, photos, and status updates.
• Assist with resident and staff communications regarding project schedules, closures, and milestones.
• Respond to routine project inquiries and direct technical matters to the Project Manager.

What We're Looking For

Education and Experience

• Associate degree in Business Administration, Project Management, Construction Management, or a related field preferred.
• Equivalent combination of education and relevant experience may be considered.
• Two (2) years of project coordination, administrative support, construction administration, facilities support, or related experience preferred.
• Experience managing multiple priorities and deadlines in a fastpaced environment.
• Valid driver's license required.
• Must be able to speak, read, write and understand English

Skills and Qualifications

• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• Experience with project management, document management, procurement, or financial tracking software preferred.
• Strong organizational, recordkeeping, and administrative skills.
• High attention to detail and accuracy.
• Ability to communicate professionally with staff, residents, vendors, contractors, and consultants.
• Basic understanding of project schedules, budgets, contracts, invoices, and project documentation preferred.
• Community association, facilities, construction, municipal, or related industry experience is a plus.

Ideal Candidate

• Highly organized and dependable.
• Detailoriented with strong followthrough.
• Proactive and able to anticipate project needs.
• Comfortable managing multiple projects and changing priorities.
• Collaborative, professional, and servicefocused.
• Able to work independently while supporting a team environment.
• Committed to accuracy, continuous improvement, and exceptional customer service.

Work Environment and Physical Requirements

• Primarily officebased with regular visits to community facilities and active project sites.
• Ability to sit, stand, walk, and move throughout the community as needed.
• Occasional lifting of up to 25 pounds.
• Ability to work outdoors and navigate active project or construction areas.
• Occasional extended hours or weekends may be required based on project schedules.

Why Join Sun City Lincoln Hills?

Join a team dedicated to enhancing one of Northern California's premier active adult communities. You'll play an important role in supporting projects that improve facilities, operations, and the overall resident experience while working alongside a collaborative and dedicated team.

Apply today and help us bring community projects to life.

Benefits Overview

We offer a comprehensive benefits package including multiple medical plan options through Kaiser (HMO 0 40, HMO 1000 30) and Aetna (HMO AVN 0 100 30, NTL MCP 2000 80), with coverage available for employees, employee + children, employee + spouse, or families. Employer contributions range from 75–96% depending on the plan. Dental coverage is provided through MetLife (High PPO and Low PPO) with employer contributions between 58–80%, and vision benefits are offered through Aetna (Vision Core and Vision Plus) with a 100% employer contribution. Employees also receive access to the NexGen Employee Assistance Program (EAP) through Paychex, offering counseling, mental health support, financial advising, and more. Our 401(k)-retirement plan allows contributions after 30 days, with an employer match of up to 4% beginning after one year.

Additional benefits include a Flexible Spending Account, Long-Term Disability, Life Insurance equal to one year’s salary (with voluntary supplemental options), and optional coverage for short-term disability, accident, hospitalization, illness, and legal assistance. Benefits begin on the 1st of the month following 30 days of employment. Paid time off includes vacation accruing at .0385 hours per hour worked (approximately 10 days per year, usable after 90 days), 9 paid holidays plus one floating holiday, and 40 hours of sick leave per year.

Equal Employment Opportunity and Accommodation

Sun City Lincoln Hills Community Association is an Equal Opportunity Employer and prohibits discrimination based on race, color, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth, and related medical conditions), gender identity or expression, sexual orientation, marital status, military or veteran status, physical or mental disability, protected medical conditions (including those defined under state or local law), reproductive health decision making, genetic information, or any other characteristic protected by federal, state, or local laws.

We are committed to providing reasonable accommodations in accordance with the Americans with Disabilities Act (ADA) and applicable California laws. Applicants and employees may request accommodation related to disabilities; sincerely held religious beliefs; needs arising from domestic violence, sexual offenses, or stalking; pregnancy, childbirth, or related medical conditions; or any other protected reason, unless doing so would create an undue hardship.

Employment may be contingent upon successful completion of a background check, reference checks, acceptable driving record and verification of work authorization.