Sr. Project Coordinator

Temporary Senior Project Coordinator (3-4 Months) Oniste

This role supports a busy real estate development team during a maternity leave coverage period. The focus is on keeping projects organized and moving by handling administrative, financial, and documentation needs tied to entitlement, permitting, and construction activities. The position is ideal for someone who can keep track of many moving parts, manage deadlines, and support both internal teams and outside partners.

Key Responsibilities

Project Coordination
* Help manage project timelines, deliverables, and document flow from early planning through construction.

* Work closely with internal teams, consultants, contractors, and city agencies to keep approvals on track.

* Route agreements, applications, easements, and other documents for signature and maintain clear records of completion.

* Keep tracking tools updated so project teams always know the status of outstanding items.

Entitlements and Permitting
* Maintain and track entitlement and permit applications, making sure submissions are accurate and complete.

* Monitor deadlines, requirements, and agency requests; flag anything that may affect timing.

* Prepare and distribute documents needed for agency coordination and signatures.

* Assist in assembling supporting materials for submittals.

Construction Support
* Update schedules, budgets, and progress logs throughout each phase of construction.

* Partner with development and construction teams to support daily needs and coordination.

* Collect signatures for construction agreements, lien releases, and compliance documents.

* Support project closeout and preparation of final documentation packages.

Contract Administration
* Draft consultant, designer, and contractor agreements using established templates.

* Coordinate revisions with vendors and update documents based on negotiated terms.

* Maintain organized contract files and track execution status.

* Ensure all contract records are audit ready.

Financial Administration
* Process budgets, check requests, and revisions as needed.

* Review and route invoices through internal systems.

* Coordinate with accounting and lenders on general contractor pay app submissions and required documentation.

* Confirm that all financial approvals and supporting materials are complete.

Documentation and Reporting
* Prepare meeting agendas, notes, and routine project updates.

* Keep files, logs, and correspondence organized and easy to access.

* Maintain tracking systems for all signed documents.

* Support team-wide process and workflow improvements when needed.

What You Bring
* At least 3 years of experience in construction coordination, project administration, or real estate development support.

* Familiarity with contract preparation and basic accounting processes.

* Strong skills in tools like MS Project or Smartsheet, plus solid Microsoft Office experience.

* Clear communicator with strong organizational habits and follow-through.

* Experience supporting commercial or industrial development projects is helpful.

* Ability to understand construction drawings and site plans.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan.