Project Coordinator

JOB TITLE: Project Coordinator

JOB NUMBER FLSA Status: Exempt

DEPARTMENT DIVISION: Vesta Realty

GROUP: Residential Property Management

REPORTS TO: Director of Facilities and Capital Improvements

JOB SUMMARY, DUTIES AND RESPONSIBILITIES, QUALIFICATIONS

SUMMARY

The Project Coordinator plays a critical supporting role within the Capital Projects and Facilities team by assisting with the coordination, communication, and administrative tasks related to multi-family renovation projects across an assigned portfolio. This position ensures project documentation, schedules, contractor communications, and materials tracking are kept current and organized, allowing for the timely and cost-effective completion of capital improvement initiatives. The Project Coordinator must be proactive, highly organized, and capable of juggling multiple responsibilities in a fast-paced, dynamic environment.

DUTIES AND RESPONSIBILITIES

• Assist the Capital Projects Manager in planning and coordinating all phases of capital renovation projects, including property unit walks, site visits, and pre-assessment documentation.
• Help prepare and maintain project documentation such as scopes of work (SOWs), budgets, contractor proposals, and RFPs.
• Support the preparation of CAPEX budgets and track budget updates as needed.
• Coordinate with contractors, vendors, and onsite property teams to ensure timely communication, scheduling, and delivery of materials and services.
• Maintain accurate tracking of contractor bids, executed contracts, purchase orders, and permit documentation.
• Monitor and update project schedules in collaboration with the Capital Projects Manager.
• Communicate regularly with property management teams to ensure updates are shared and any site-specific concerns are escalated appropriately.
• Support field site visits to verify progress, collect data, and assist in ensuring work aligns with established timelines and quality expectations.
• Assist in preparing reports and updates for leadership regarding project status, progress, and any recommended adjustments.
• Organize and archive all project documentation to ensure compliance with internal, lender, and regulatory requirements.
• Attend project meetings, take minutes, and support follow-up on action items.
• Provide administrative support to ensure effective coordination among the construction team, contractors, vendors, and design professionals.
• Travel to project sites as needed to support on-site coordination and logistics.

• High school diploma or equivalent required; additional education/training is a bonus.
• Previous experience in the property management industry preferred.
• Previous project management experience preferred.

• Frequent standing, walking, and moving throughout various property areas, including outdoor spaces and uneven surfaces.
• Ability to maintain equilibrium to prevent falling from high places or when walking, standing or crouching.
• Ability to climb stairs, scaffolds, ramps, poles, and ladders, often while carrying tools or equipment.
• Ability to kneel, crouch, and crawl in confined spaces to perform repairs or inspections.
• Frequent use of hands for handling tools, equipment, and small objects.
• Frequent reaching by extending hand(s) or arm(s) in any direction.
• Frequent handling of various sizes and weights of items. Needs the ability to seize, hold, grasp, turn or otherwise work with one or both hands. Fingers are involved only to the extent that they are an extension of the hands, such as to turn a switch or replace a light bulb.
• Ability to operate standard maintenance tools and equipment safely, including power tools.
• Adequate vision for inspecting property conditions, identifying hazards, and reading small print or diagrams (corrective lenses acceptable).
• Ability to hear and communicate effectively with team members, tenants, and supervisors in potentially noisy environments.
• Ability to correctly and safely lift, carry, push, and pull items weighing up to 50 pounds regularly and up to 100 pounds occasionally. This may include furniture, appliances, and heavy machinery.
• Exposure to various weather conditions, including heat, cold, and rain, while working outdoors.

• Valid Driver's License and/or reliable transportation. Employees may be required to report to different locations for work, and attend offsite meetings, training sessions, conferences, events, etc.
• Proficiency in property management software.
• Proficiency in software applications such as Microsoft Office and Gsuite.
• Knowledge of, or ability to learn, Federal, State, and Local Laws pertaining to Fair Housing and Landlord/Tenant Laws.
• Communication Skills: Strong verbal and written communication, with the ability to interact professionally and respectfully.
• Organizational Skills: Ability to prioritize tasks, manage time effectively, and maintain attention to detail.
• Analytical & Problem-Solving: Demonstrates sound decision-making, planning, and problem-solving abilities.
• Adaptability: Flexible and able to adjust to changing priorities and stressful environments.
• Multi-Tasking: Effectively handles multiple tasks with efficiency and accuracy.
• Technical Proficiency: Basic mathematical, typing, and computer skills, with the ability to learn new software and systems.
• Collaboration & Independence: Capable of working both independently and as part of a team.
• Professionalism: Maintains confidentiality and delivers exceptional customer service in a professional manner.
• Willingness to be on-call, carry a cell phone, and adjust work schedules as necessary to meet business needs and operational demands.

Please note: This job description is not intended to be an all-encompassing list of duties, responsibilities, or qualifications. Additional tasks and requirements may be assigned as needed to meet organizational objectives.