Project Coordinator

PROJECT COORDINATOR

JOB DESCRIPTION

Company Background

Founded in 1993, DivcoWest is a multi-disciplinary real estate investment firm headquartered in San Francisco, with offices in Los Angeles, Menlo Park, Cambridge, Washington DC, Austin ,and New York City. Known for our long-standing relationships and track record of success in innovative markets, DivcoWest combines entrepreneurial spirit with an institutional approach.

DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance the health, happiness, and well-being of all people. A disciplined code of ethics is at the core of all that we do. We believe that the collective energy of a diverse team is what drives our creative ideas and solutions.

Summary

The Project Coordinator will support the work of the Development & Construction Department within DivcoWest in two primary ways: by coordinating the broad contracting process for all projects within the group, and by managing select construction projects directly. The entire work of the department, ranging from billion-dollar mixed-use developments to one-million-dollar construction projects, requires contracting with outside firms including architects, contractors, consultants and vendors. Ensuring an orderly contracting process is essential to DivcoWest and its investors. Efficient contracting is how the department controls costs, ensures timely project completion, maintains quality, and reduces risk. The contracting function is also the basis for other project controls and practices, including invoicing and regulatory compliance.

This role requires 5 days in office at our 181 Morgan Ave, Cambridge, MA location.

Interested candidates should send their resumes to Recruiting@divcore.com.

Responsibilities

Contracting

• Prepare contracts and contract amendments from existing templates, and with attachments provided by construction and development managers.
• Route draft contracts to internal managers, legal counsel and counterparties for review and signature.
• Facilitate clear communication between internal managers, legal counsel, and counterparties.
• Diligently track the status of each contract and amendment; maintain log and follow up with reviewers to ensure timely completion.
• Receive and review contract close-out packages for completeness and ensure they are properly archived.

Project Management

• Independently manage construction select projects such as interior fit-outs, lobby and amenities upgrades and landscape/hardscape projects.
• Manage the process of hiring and contracting with architects, contractors and other consultants.
• Manage architects and consultants to produce design and construction documents.

• Estimate construction costs, manage contractors engaged in preconstruction cost estimating, and develop the project budget.
• Develop project schedule and manage both preconstruction and construction according to budget.
• Manage construction including RFI and change order process, monthly reporting, and QA/QC processes.
• Manage aspects of larger construction projects as part of a team, supporting the work of Senior Development and Construction Managers.

Invoicing

• Review and process invoices and other applications for payment, including checking correct job numbers, accounting cost codes, invoiced amounts against contract and invoiced amounts against previously billed.
• Route invoices to internal managers for review and approval, and then to accounts payable.
• Assist internal managers in the preparation of monthly accruals for accounting. Assist with internal project reporting related to contracted, invoiced, and paid amounts.

Compliance

• Collect Responsible Contractor Policy certifications from appropriate project resources.
• Receive and track Certificates of Insurance and upload them to the company’s tracking system.
• Create new folders on shared drives and assist with document organization and retention.
• Track other compliance measures, such as MBE/WBE contracting and workforce participation.

Qualifications

• Bachelor’s degree.
• At least 2 years’ administrative or project management experience, preferably in construction or real estate.
• Experience with the Microsoft Office Suite and a willingness to learn Nexus and other online systems.
• Strong attention to detail.
• Demonstrate the ability to manage and prioritize multiple assignments and manage expectations from a variety of stakeholders.
• Proactive and deadline driven.
• Strong written and verbal communications skills.

The person in this position must be able to:

• Remain in a stationary position for 75% of the time working on a computer and attending virtual meetings.
• Occasionally move about the office to access file cabinets, office technology, and attend meetings etc.

Compensation

• Approximately$70,000 - $85,000base salary
• Annual bonus opportunity
• Full benefits
• 401k
• Flexible vacation policy
• Weekly lunch stipend

Divco West Services, LLC (“Company”), an equal opportunity employer, is committed to equal opportunity for all employees and applicants. The Company recruits, hires, trains, promotes, pays, and administers all personnel actions without regard to race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), sex stereotyping (including assumptions about a person’s appearance or behavior, gender roles, gender expression, or gender identity), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law. We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Please review our company Privacy Policy regarding the use of any personal information you provide us at: https://www.divcowest.com/privacy-policy/

This policy applies to all areas of employment, including recruitment, testing, screening, hiring, selection for training, upgrading, transfer, demotion, layoff, discipline, termination, compensation, benefits, and all other privileges, terms, and conditions of employment. This policy and the law prohibit employment discrimination against any employee or applicant on the basis of any legally protected status outlined above.