Project Coordinator - Real Estate

SUMMARY / OBJECTIVE

The Project Coordinator – Real Estate serves as a key coordinator within the Real Estate Development (RED) team, supporting the planning, prioritization, governance, and execution of capital projects across the organization.

This position is responsible for managing project intake processes, maintaining project tracking systems, coordinating cross-functional communication between Operations, Finance, Construction, Facilities, Accounting, and Real Estate teams, and ensuring timely processing of project-related invoices and payments.

The role supports the full capital project lifecycle, including project intake, scope validation, governance preparation, project prioritization, budget tracking, tenant improvement allowance (TIA) administration, invoice management, and reporting.

The Project Coordinator serves as a central resource for project information, helping ensure projects move efficiently through the development pipeline while maintaining accurate records and supporting leadership decision-making.

ROLE COMPETENCIES

Project & Portfolio Management

• Coordinate project intake, prioritization, governance reviews, and pipeline tracking.
• Maintain project status reporting and support project lifecycle management.
• Ensure project information is accurately documented and communicated across stakeholders.
• Track and manage tenant improvement allowances (TIAs) and project expenditures.

CapEx Governance & Planning

• Support annual project prioritization exercises.
• Coordinate governance and pre-governance review activities.
• Track project approvals, action items, and governance decisions.

Financial & Invoice Administration

• Coordinate invoice review, approval routing, and payment tracking.
• Support project budget oversight and expenditure tracking.
• Partner with Accounting and Accounts Payable to resolve payment issues and ensure timely vendor payments.

Process Improvement & Systems Administration

• Maintain project intake forms, reporting tools, and project tracking systems.
• Identify opportunities to improve workflows and data visibility.
• Support implementation of new processes and reporting capabilities.
• Proficiency in Microsoft Excel and Smartsheet; knowledge of Workday is a plus.
• Ability to identify process improvement opportunities and implement efficiencies.

Collaboration & Communication

• Ability to work closely with internal teams, including Legal, Project Management, and Accounting.
• Strong communication skills to liaise with tenants, contractors, and external partners.

ROLE SPECIFIC TASKS

Capital Project Administration

• Administer project intake processes and maintain project records.
• Track projects throughout planning, governance, approval, and execution stages.
• Maintain project tracking systems and the organization's project portfolio data.
• Coordinate project-related communications and follow-up actions.

Governance & Prioritization Support

• Prepare materials and coordinate activities for project governance reviews.
• Facilitate project scope validation and information gathering.
• Support annual capital planning and project prioritization efforts.
• Document project decisions and maintain governance records.

Invoice & Vendor Management

• Review and route project invoices and pay applications.
• Coordinate with project managers, vendors, and Accounts Payable regarding approvals and payment status.
• Monitor aging invoices and assist in resolving payment delays.
• Provide payment updates and supporting documentation to vendors and internal stakeholders.

Budget Tracking & Tenant Improvement Allowances

• Support project budget tracking and expenditure reporting.
• Manage the TIA process, including:
  • Reviewing lease agreements to confirm TIA terms and conditions.
  • Tracking TIA disbursements and ensuring compliance with lease agreements.
  • Coordinating with contractors and project managers to manage costs and reimbursements.
• Track project costs and assist with financial reporting and budget reconciliation.

REQUIRED EDUCATION AND EXPERIENCE

• Bachelor's degree in Business Administration, Project Management, Finance, Real Estate, Construction Management, Accounting, or a related field; equivalent experience may be considered in lieu of a degree.
• 3+ years of experience in project coordination, real estate development, construction administration, facilities management, financial operations, or related business support functions.
• Experience managing multiple projects, deadlines, and stakeholders simultaneously.
• Experience coordinating cross-functional teams and supporting project execution in a fast-paced environment.
• Advanced proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, and Teams.
• Experience working with project tracking systems, workflow tools, or reporting platforms such as Smartsheet, Microsoft Forms, Workday, or similar systems.
• Excellent organizational, communication, and follow-up skills with strong attention to detail.

THE SVP WAY – OUR CORE VALUES

We deliver on our mission by executing our WAG values and exemplifying them in everything we do.

WORK TOGETHER – We are a part of something greater.

We are a community; we work as a team; we are better together.

AMAZE – We create #AMAZING moments.

Exceed expectations; deliver personalized care; have a “YES” mentality.

GROW – We are always seeking ways to improve.

Grow our hospitals; serve more pets; enhance staff capabilities.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by a teammate to successfully perform the essential functions of this job.

The teammate is occasionally required to sit; climb or balance; and stoop, kneel, crouch, or crawl. Move, lift, carry, push, pull, and place objects weighing less than or equal to 20 pounds without assistance.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Mission Pet is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all teammates and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable federal, state, or local law.

Reasonable accommodations are available to individuals with disabilities upon request to participate in the application or interview process.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the teammate for this position. Duties, responsibilities, and activities may change at any time with or without notice.