Full-Time
Project Coordinator
Development & Construction
McGuire Moorman
Restaurants, hotels and hospitality
No salary listed
Austin, TX, USA
In Person
Bachelor's
Category
 Operations & Logistics (1) |
|---|
Required Skills
Microsoft Office
Version Control
Excel/Numbers/Sheets
Requirements
- Exceptional organizational skills, strong attention to detail, rigorous follow-through, and the ability to manage large volumes of project information accurately.
- Strong written and verbal communication skills and the ability to follow up with senior leaders, consultants, contractors, and vendors.
- The ability to proactively identify gaps and keep teams accountable to commitments.
- Comfort working with budgets, contracts, invoices, and project financial reporting, including identifying discrepancies and maintaining accurate records.
- The ability to manage multiple projects simultaneously and prioritize competing deadlines and shifting priorities.
- Advanced proficiency in Microsoft Office Suite.
- Experience with project management and document management systems.
- Three to five years of project coordination, project administration, contract administration, construction administration, development support, or related experience.
- Familiarity with consultant management, budgeting, permitting, procurement, and construction documentation.
Responsibilities
- Serve as the administrative coordinator for the Development & Construction team.
- Monitor project action items and follow up with internal teams, consultants, contractors, and vendors to ensure timely completion.
- Maintain project task trackers and identify overdue items.
- Assist project managers in maintaining visibility into upcoming deadlines, decisions, and deliverables.
- Coordinate calendars and meeting availability for project leadership and key stakeholders.
- Schedule recurring project meetings, consultant coordination calls, site walks, and milestone reviews.
- Prepare meeting agendas and distribute meeting minutes and action item logs.
- Ensure appropriate project participants are included in meetings and communications.
- Support portfolio-level reporting and project status updates.
- Coordinate consultant and vendor onboarding processes.
- Route agreements for review, execution, and distribution.
- Track contract status and outstanding signatures.
- Collect and maintain W-9s, certificates of insurance, ACH forms, and vendor setup documentation.
- Coordinate vendor onboarding with the Accounting department.
- Maintain consultant, vendor, contract, and amendment logs.
- Ensure executed agreements are properly filed and accessible to project teams.
- Support contract renewals and amendments.
- Maintain project budget tracking tools and consultant fee logs.
- Enter and update contract values, approved change orders, allowances, and commitments.
- Track invoices received, approved, and paid.
- Maintain billed-to-date reporting for consultants, vendors, and project expenses.
- Reconcile invoices against contract values and approved change orders.
- Identify potential overages, missing documentation, or budget discrepancies for project manager review.
- Coordinate invoice routing and approval workflows.
- Prepare recurring budget reports and project financial summaries.
- Support forecasting and project cash flow visibility.
- Maintain project filing structures and document control standards.
- File and organize contracts, proposals, invoices, permits, consultant deliverables, meeting notes, and project correspondence.
- Maintain version control and document organization standards.
- Ensure project records remain complete, accurate, and accessible.
- Support project closeout and archival processes.
- Maintain project contact lists and distribution lists.
- Assist with maintaining project schedules and milestone trackers.
- Track permitting milestones, consultant deliverables, owner decisions, and project deadlines.
- Prepare recurring project status reports and dashboards.
- Assist with portfolio reporting and executive-level project summaries.
- Maintain reporting tools and project tracking systems.
- Assist with permit application tracking and coordination.
- Maintain jurisdictional contact information.
- Track review cycles, comments, approvals, and permit milestones.
- Coordinate permit-related documentation requests.
- Maintain permit logs and status reports.
- Maintain request for information, submittal, architect's supplemental instruction, change order, and punch list logs.
- Assist with the distribution and tracking of construction documentation.
- Support contractor, consultant, and owner communications.
- Track project closeout requirements and turnover documentation.
- Coordinate the collection of warranties, manuals, training materials, and closeout packages.
- Support project turnover from construction to operations.
- Coordinate collection and organization of operational documentation.
- Assist with pre-opening coordination activities.
- Help ensure projects transition smoothly into ongoing operations.
- Support post-opening issue tracking and closeout efforts.
Desired Qualifications
- Strong Excel and Smartsheet experience.
- Familiarity with construction, development, architecture, hospitality, or real estate project workflows.
- Experience supporting hospitality, restaurant, retail, commercial construction, or real estate development projects.
- A bachelor's degree is preferred but not required with relevant experience.
McGuire Moorman Lambert Hospitality operates restaurants, hotels, retail concepts and other guest-focused destinations. Originating in Austin, the group develops distinctive properties whose food, design, service and local setting are treated as parts of one experience. Teams work across culinary operations, lodging, events, retail, design and property management. The organization is a multi-concept hospitality company rather than a single restaurant brand, with individual venues supported by shared creative and operational leadership.
Company Size
N/A
Company Stage
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Total Funding
N/A
Headquarters
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Founded
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