Project Coordinator ( Due Diligence)

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Position Summary

The Project Coordinator of Property Management provides key administrative and operational support to the Project Manager of Due Diligence and the broader property management team. This role plays a critical part in supporting property-level operations, assisting with payables and vendor coordination, tracking project progress, and contributing to the execution of various due diligence and operational initiatives across the portfolio.

Key Responsibilities

Project Coordination & Support

• Assist the Project Manager of Due Diligence with outstanding tasks, follow-ups, and documentation.
• Support project coordination efforts related to acquisitions, dispositions, and property transitions.
• Track and report on the progress of key property management projects and due diligence activities.
• Assist with reviewing, organizing, and processing property payables.
• Contact vendors to follow up on pending invoices and ensure timely payment processing.
• Support the vendor onboarding process by collecting required documentation and coordinating with internal departments.
• Assist in the development and submission of reports, summaries, and presentations for internal and external stakeholders.
• Maintain detailed records, project files, and task trackers to ensure smooth execution of initiatives.
• Collaborate with cross-functional teams including accounting, legal, asset management, and maintenance.
• Provide general administrative support and respond to emerging project needs as they arise.

Administrative Duties

• Draft and distribute correspondence including email communications, contract notices, and project summaries.
• File and maintain project-related documents electronically across platforms (Smartsheet, SharePoint, etc.).
• Review project documentation for accuracy and completeness, following up with internal teams and clients as needed.

Communication & Documentation

• Support vendor setup by collecting and submitting required documentation in a timely manner.
• Maintain clear, professional, and responsive communication with site staff, vendors, and external partners.

Project Growth Support

• Assist Due Diligence Project Manager with onboarding third-party portfolios.

Other Duties

• Attend team meetings and company-sponsored events; occasional travel may be required.
• Perform other related duties as assigned by the Project Manager or Senior Property Management staff.

Skills & Qualifications

• Strong organizational and time-management skills with a high attention to detail.
• Effective verbal and written communication skills, including professional email etiquette.
• Ability to work independently, prioritize tasks, and adapt to shifting priorities.
• Working knowledge of property management and project tracking software (e.g., Yardi, Smartsheet, Pay2Elevate).
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Ability to build strong internal and external relationships across departments and vendor networks.
• Understanding of project coordination principles in the maintenance, construction, or affordable housing industry preferred.

Experience & Education

• 1-3 years of project coordination experience, preferably in maintenance, construction, or property development.
• High school diploma or equivalent required; Associate's or Bachelors degree preferred.
• Prior experience in affordable housing, facilities coordination, or development environments a plus.

Physical Requirements / Work Environment

• Work is primarily sedentary and performed in an office environment.
• Must be able to operate standard office equipment including computers, phones, copiers, etc.
• Occasional site visits or offsite meetings may be required.