Project Coordinator

Small Scale Development
Posted: 06/16/2022
Full Time
New York, NY
Manages departmental contract administration and insurance policies and procedures. Ensures contractors are fulfilling all obligations and that work is carried out according to approved contracts, specifications, and schedules. Serves as a liaison with project management reporting on inspections, subcontracting, progress, and delays. Proactively identifies and works to resolve any site issues that may impede the project delivery. Ensure applications for payment are accurate, compliant, and properly coded prior to submitting for payment.  Regularly update construction project tracking sheet(s).  Complete job cost reports and accruals with accounting on a monthly basis.  Ensures close-out packages are finalized and received prior to releasing retention payment.
  • Manage calendars including but not limited to; scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings for project staff members and sending out meeting requests on behalf of the Project Lead.
  • Processing of invoices related to project expenses including but not limited to; setting up vendors, ensuring the appropriate insurance coverage is obtained and submitted (including required insurance certificate(s), tracking payments in system to ensure timely payments, verifying invoice amount is within budget and in compliance with contract or agreement.
  • Set-up and maintenance of project and/or management files according to established criteria related to; contracts, documents, correspondence, agreements, reports, etc.
  • Coordinate the processing of new contracts including but not limited to, forwarding appropriate templates, monitor the contract process to completion, review final document for full execution and verify coding before uploading to Knowledge Tree.
  • Maintain current and applicable insurance certificate(s) and request updated certificates as required.
  • Manage document controls including but not limited to; discretionary and non-discretionary approvals, agency releases/declarations/determinations, recordation such as easements, covenants, tract maps, construction documents, A/E design and engineering plans and specifications, contract/change orders, closeout documents.
  • Responsible for sharing and uploading documents and communication on web-based project management site.
  • Recording and distribution of project meeting minutes to project stake holders.
  • Monthly construction progress reporting including but not limited to schedules, applications for payment, etc.
  • Assists in negotiations with contractors, due diligence with feasibility studies and project budgeting.
  • Coding, submitting and approval of project related invoices
  • Manage/update contacts in Outlook
  • Budget formatting and tracking
  • Approximately 25% to 40% travel to various project sites.
  • Bachelor’s Degree in relevant field of study (Finance, Accounting, Real Estate, Business Management or similar)
  • 1-2 years’ experience in the development or real estate industry preferred.
  • Strong proficiency with Microsoft Outlook, Excel, Word, PowerPoint; familiarity with Yardi also a plus.
  • Experience with Microsoft Office including Outlook, Word, Excel, Project, PowerPoint required.
  • Ability to multi-task effectively in a fast-paced work environment.
  • Must be a team player and detail-oriented.
  • Excellent oral and written communication skills.
  • Demonstrated proficiency with document management/storage software such as Knowledge Tree.
  • Experience with accounts payable software such as Nexus Payables desirable.
  • Experience with office equipment such as printers, copiers, scanners.
  • Good written communication and verbal communication skills.
  • Good interpersonal skills and decision-making skills.
  • Accuracy and timeliness of work product.
  • Peer-to-peer/co-worker/direct report satisfaction.
  • Compliance with company and departmental policies and procedures.
  • CIM does not accept unsolicited resumes from Agencies.  Any unsolicited resumes received from Agencies will be considered property of CIM and no fees will be due or paid.  If you wish to become an approved Agency with CIM or any of its Affiliates, please contact a member of the CIM Talent Acquisition Team.