Job Description
Job Description
Senior Project Coordinator - Real Estate Development
Location: Irvine, CA
Employment Type: Temporary (3-4 Months)
Vaco is currently recruiting for a
Senior Project Coordinator (Temporary) to support a real estate development team working on industrial development projects. This role provides critical administrative, financial, and documentation support across all phases of development-including entitlements, permitting, and construction.
The ideal candidate is highly organized, detail-oriented, and experienced in coordinating complex real estate or construction workflows. You will play a key role in managing documentation, tracking budgets, processing payments, preparing contracts, and ensuring compliance with internal, municipal, and lender requirements.
Key Responsibilities
Project Coordination
Manage timelines, deliverables, and documentation throughout entitlement, permitting, and construction phases.
Coordinate with internal teams, consultants, contractors, and municipal agencies.
Route and obtain signatures for applications, agreements, easements, and other project-critical documents.
Maintain organized tracking systems for all signed documents and approvals.
Entitlements & Permitting
Track and maintain entitlement and permit applications.
Monitor regulatory requirements, deadlines, and potential issues.
Prepare and circulate documents for required signatures and municipal approvals.
Assist in compiling supporting documentation for submittals and agency reviews.
Construction Support
Maintain project schedules, budgets, and progress reports.
Collaborate with development managers and construction teams to ensure seamless project execution.
Coordinate signatures for construction agreements, lien waivers, and compliance documents.
Support preparation of close-out packages and compliance certifications.
Contract Administration
Prepare consultant, designer, and contractor agreements using company templates.
Support vendor negotiations and update contracts with agreed changes.
Ensure full contract documentation and filing for compliance and audit readiness.
Maintain contract logs, revisions, and approval tracking.
Financial Administration
Process check requests and update project budgets.
Review and process invoices through the company portal.
Coordinate general contractor pay applications with accounting teams and external lenders.
Ensure all financial documentation meets approval and lender requirements.
Documentation & Reporting
Prepare and distribute meeting agendas, minutes, and project status updates.
Maintain organized project files, contracts, and correspondence.
Track signed documents and ensure compliance with audit standards.
Contribute to workflow improvements and firm-wide process refinement initiatives.
Qualifications
3+ years of experience in construction administration/coordination or real estate development.
Experience preparing and reviewing contracts, invoices, and project financials.
Proficiency in Microsoft Office Suite and project management tools (e.g., MS Project, Smartsheet).
Strong communication, organization, and problem-solving skills.
Experience supporting industrial or commercial development projects preferred.
Ability to read and interpret construction documents, site plans, and related technical materials.
Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan.
Job Tags
Contract work, Temporary work, For contractors, Work at office, Local area,