Real Estate Project Coordinator

The Project Coordinator, Real Estate and Development, plays a vital, cross-functional role in supporting the success of real estate, development, construction and operational initiatives. This position is responsible for coordinating deal flow, organizing data and supporting project execution from site selection, contract negotiations, to entitlement, permitting and construction completion. The project coordinator will work closely with internal stakeholders and external partners to drive progress, maintain documentation, and ensure process efficiency across the full project lifecycle. In addition to tactical support, this position contributes to continuous improvement by identifying bottlenecks and helping implement more streamlined systems and workflows.

Primary Responsibilities

Coordinate project timelines and key deliverables across internal teams and external stakeholders (e.g., brokers, legal, development, construction).

Support all aspects of real estate deals, including tracking LOIs, PSAs, leases, and key milestones.

Work with the Legal Coordinator to track legal documents.

Organize and track project status using Smartsheet and internal tracking systems.

Review and verify deal documents (LOI, PSA, lease) to ensure accuracy and completeness of terms; follow up with necessary parties to resolve open items.

Create and distribute internal and external reports including pipeline, active deal, and project update summaries.

Assist in entering and managing market, demographic, and competition data to support site selection.

Create template documents for deal packages (based on client requirements), work with development and construction teams to gather materials for the budget and work letter, contact information, maps and demos as needed.

Compile REC (Real Estate Committee) packages through coordination with key team members across departments

Keep detailed notes of REC decisions and discussion items.

Track and organize documents in coordination with closings.

Request, track and file Construction budgets and predevelopment packages to be shared with Clients.

Create and manage the deal and file documentation process

Intake of all test fit and zoning requests and tracking of said requests to ensure timely delivery.

Client Support & Relationship Management

Support client engagement efforts by tracking contacts, touchpoints, and deliverables.

Assist in preparing presentations and documentation for client meetings, REC (Real Estate Committee) submissions, and approvals.

Serve as a liaison to ensure timely communication and follow-up with clients, brokers, landlords, consultants, and public agencies.

Support assigned client initiatives in defined geographic markets; become a market expert and internal resource.

Site Selection & Market Research

Organize requests for zoning, entitlement, and due diligence research to assess site viability and pre-development needs.

Evaluate existing and proposed zoning, land use plans, and physical site constraints (e.g., wetlands, access).

Create maps and research packages with market, competitive, and demographic overlays to support strategic site selection.

Assist in the identification of sites for both client-specific and internal development initiatives.

Process Improvement & Systems Optimization

Identify inefficiencies or bottlenecks in real estate or project coordination workflows and recommend improvements.

Support implementation of new tools, templates, or process documentation to enhance team performance.

Assist in documenting best practices, recurring workflows, and project lifecycle standards.

Help standardize reporting and communication processes across multiple teams.

Minimum Requirements

Bachelor's degree in real estate, Business, Urban Planning, Construction Management, or a related field.

3+ years of relevant experience in real estate development, site selection, or project coordination roles.

Familiarity with zoning, entitlement, site feasibility, and the commercial real estate lifecycle.

Understanding of construction and development processes including permitting and project handoffs.

Strong interpersonal skills with the ability to manage internal and external relationships.

Proficient in Smartsheet, Microsoft Office Suite (especially Excel and PowerPoint), and mapping tools.

Detail-oriented with excellent organizational, analytical, and time management skills.

Proactive communicator and problem solver who thrives in a fast-paced, collaborative environment.

Passion for learning and improving systems and processes.