Project Coordinator - Commerical Real Estate

Job Title: Project Coordinator

Department: Retail

Reports To: Senior Project Manager & Deal Maker

Classification: Exempt

Updated: June 2025

Position Summary

The Retail Project Coordinator is responsible for supporting real estate development projects throughout all phases of development. This position is responsible for contributing to site recommendation and selection, determining project scope, schedule, and budget, attending meetings with municipalities and clients, managing internal resources and 3 rd parties/vendors, obtaining proper entitlements, and construction planning and management.

Essential Functions

• Work directly with senior project managers and deal makers to conduct project feasibility studies and conduct due diligence
• Facilitate regular project meetings and take detailed and accurate meeting minutes weekly. Good written & language skills required.
• Create project presentations in PowerPoint and PDF to be sent to the client for approval. These include creating various aerial maps made on Sites USA, site pictures, demographics, site plans, and data on competitors.
• Manage all project spreadsheets used internally and externally to keep track of important trigger dates, deadlines, due diligence, permitting, construction, and other details and report regularly to client using tracking spreadsheets (SOS report & fee trackers) submitted through Projectmates
• Download zoning ordinances and save them to share drive for Senior Project Manager’s review.
• Assist with research on sites during preliminary investigation phase with municipalities, starting with basic facts such as the jurisdiction (county or city), water/sewer availability, flood zones, architectural requirements, zoning issues, permitting procedures and timelines, etc. This may include assisting team with off-market inquiries (cold calling/mailings) and market analysis using GIS systems or CoStar.
• Understand the needs of the client and communicate with municipalities and third-party review agencies (DOT, NPDES, DEQ, DEP, etc.) about the proposed use.
• Research, develop and manage project scope, budget, and schedule
• Coordinate with civil engineers and compile all data found during research into the necessary client forms (Site Investigative Report (long and short), SOS input data form, SOS report, and Projectmates. Highlight those items that may add time and significant costs to projects.
• Assist with coordination of meetings with governmental agencies and public hearings needed to receive all entitlements (DOT/DEQ/DEP/NPDES, rezoning, variance requests, conditional use, subdivision, land development, etc.) and update tenant reports and schedules.
• As needed, accompany team to conferences, public hearings, off-site development meetings, and site visits. This may include inspecting the site topography, taking pictures, looking for nearby utilities, noting visible easements, and analyzing visibility and potential access issues and other site issues.
• Ability to understand and read site plans, easements, surveys, subdivision plats, title reports, Declarations/CCR’s, environmental reports, PSA’s, LOI’s, etc.
• Keep senior leadership up to date on schedule, budget, and deliverable status
• Maintain active detailed project plans
• Work closely with municipalities and coordinate meetings/ public hearings to receive all entitlements (rezoning, variance requests, conditional use, subdivision, land development, etc.)
• Coordinate with 3 rd party vendors throughout all phases of development
• Manage critical lease dates and execute requirements of lease by specified dates
• Monitor construction process and all testing reports to ensure adherence to schedules
• Anticipate and manage critical issues and changes to the project scope, schedule or budget and communicate to clients and senior leadership as needed
• Track all spending and tasks to ensure projects are delivered within budget and on-time
• Coordinate with finance to manage all loan draws with accounting department
• Handle warranty issues for tenants after turnover of the building and coordinate with general contractor and property manager
• Create and maintain organized filing system for retail projects on the share drive, OneDrive, and SharePoint, as needed.
• Organizing travel, setting conference/meeting itineraries (meetings, flights, hotels, rental cars, restaurants, calendar invites, etc.) expense reconciliation, as needed
• Filing and organizing project documentation as needed
• Sending project correspondence via mail or FedEx/UPS
• Other duties as assigned
  
  

Competencies

• Scope, cost, time and quality management
• Communications management
• Risks/opportunities management
• Customer relations management
• Excellent client-facing and internal communication skills
• Excellent written and verbal communication skills
• Excellent organizational skills including attention to detail, critical dates, and multi-tasking skills
  
  

Technical Skills

• Proficiency in Word, Excel, Outlook, Adobe Acrobat, Project (or comparable program) and other computer programs as necessary. Position will require becoming familiar with GIS systems, CoStar, Projectmates, and SharePoint/OneDrive.
  
  

Required

Knowledge, Skills, Abilities:

• A four-year degree from an accredited college or university in engineering, construction management, project management, real estate, business management or similar field.
• 2 years relevant experience to include project management in the real estate development sector.
  
  

Position Type / Expected Hours of Work

This is a full-time, in-office, exempt position with normal working hours (8:30 AM-5:30 PM) Monday through Friday, working 40 hours per week. However, as business needs become necessary, after-hours, holidays, or weekends may be required.

This position is bonus eligible.

Travel

Occasional travel is required for this position.

Supervisory Responsibilities

No supervisory duties for this position.

Work Environment

This job operates both in a professional office environment and onsite supervision. Must also be willing to work outdoors in adverse weather conditions, industrial settings, and construction sites.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully: The employee is regularly required to talk or listen effectively. The employee is frequently required to sit, squat, stand, walk, use hands to finger, handle, or feel, and reach with hands and arms. Specific vision abilities required by this job include Close vision and Distance vision. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

EEO Statement

The Company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

In addition to federal law requirements, The Company complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

The Company expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of The Company’s employees to perform their job duties may result in discipline up to and including discharge.