Project Coordinator / Project Management Assistant

Role overview

This position calls for a highly organized, proactive coordinator to assist project teams and senior leaders with the administrative, operational, and coordination tasks that keep projects moving. The role is central to maintaining order across schedules, documentation, communication, billing support, and consultant coordination so that work progresses smoothly from initiation through closeout.

The right person will be detail-focused, self-directed, and comfortable managing several priorities at once in a busy, team-oriented setting.

Key responsibilities

• Deliver routine administrative and operational assistance to project teams.
• Keep project schedules, milestone trackers, dashboards, and action logs updated so deadlines stay on track.
• Arrange meetings by handling scheduling, agendas, minutes, and follow-through on action items.
• Coordinate with consultants, including monitoring deliverables and requesting needed information.
• Maintain project files, documentation systems, and contact records in an organized way.
• Help prepare reports, presentations, proposals, fee requests, and client-facing documents.
• Support project initiation, contract handling, consultant agreements, billing coordination, invoice tracking, and project closeout activities.
• Assist leadership with financial monitoring, staffing/resource planning, workload tracking, and broader project administration.
• Coordinate client meetings and contribute to strategic work and special assignments as needed.
• Track project status, key milestones, and outstanding tasks to support successful delivery.
• Identify and support improvements that increase efficiency and strengthen operations.

Experience and skills

The role is suited to someone with 2 to 6 years of experience in project coordination, administrative support, operations, or a similar field. Strong organization, time management, and multitasking ability are essential, along with clear, professional communication in both written and verbal form. The job requires comfort working under multiple deadlines in a fast-moving environment and managing project information through spreadsheets and tools.

Proficiency with Microsoft Office, Google Workspace, Excel, and Google Sheets is expected. The ideal candidate should work well independently while supporting several stakeholders, bring a careful eye for detail, and approach tasks proactively. Experience in architecture, design, engineering, construction, or real estate is advantageous. A dependable, collaborative, solutions-oriented mindset and strong interpersonal skills are also important.

Additional information

This is a full-time, on-site position based in the San Francisco Bay Area.