Project Coordinator - Real Estate

Key Responsibilities

• Billing & Financial Coordination (40%)
• Track project billing status and coordinate with accounting team on invoice preparation.
• Follow up with clients/consultant on outstanding payments and payment schedules.
• Maintain project budget tracking spreadsheets and update financial records in Notion.
• Coordinate consultant payment approvals and track invoice submissions.
• Assist with expense reimbursements and payment documentation.
• Prepare financial status reports for project managers.
• Organize and file contracts, proposals, and financial documents

• Project Administration & Errands (35%)
• Pick up and drop off plans, documents, and checks from city offices (LADBS, Planning, etc.)
• Mail documents, checks, and packages to consultants, clients, and agencies
• Schedule appointments and coordinate with consultants, expeditors, and agents during due diligence periods
• Perform site inspections including taking photos and documenting existing conditions (power pole locations, street trees, driveways, existing unit counts, room counts, occupancy, fences, etc.)
• Track permit application statuses and follow up on outstanding items
• Coordinate document printing, binding, and submittal preparation
• Maintain project filing systems (physical and digital) in Google Drive and Notion

• Office & Meeting Support (25%)
• Attend project meetings, take notes, and organize meeting minutes
• Coordinate with external architects, consultants, and contractors regarding project documents
• Keep track of office supplies and order materials regularly to maintain office functionality
• Update project databases and task tracking systems in Notion
• Assist project managers with simple project coordination tasks
• Prepare presentation materials and organize project documentation

Required Qualifications

• Education:
• Currently pursuing or recently completed Bachelor's degree in Finance, Business Administration, Real Estate, or related field
• Strong academic record preferred
• Experience:
• Previous internship or work experience in office administration, finance, or project coordination preferred
• Experience with financial tracking, billing, or accounts receivable a plus
• Real estate development or architecture firm experience a plus
• Entry-level candidates with strong organizational skills encouraged to apply
• Technical Skills:
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint) required
• Google Workspace (Sheets, Docs, Drive) experience preferredAbility to learn project management tools (Notion, Bluebeam) quickly
• Basic understanding of financial concepts and budget tracking
• Comfortable with technology and learning new software systems

Core Competencies

• Exceptional attention to detail and accuracy (critical for billing and financial coordination)
• Excellent organizational and multi-tasking skills
• Strong written and verbal communication abilities
• Professional demeanor when interacting with clients, consultants, and city officials
• Proactive problem-solver with ability to follow through on tasks
• Reliable, punctual, and accountable
• Comfortable working independently and taking initiative
• Discreet handling of confidential financial information

Other Requirements

• Reliable transportation, as travel is an essential function of the role for daily errands, site visits, and city office runs
• Ability and willingness to travel throughout the Los Angeles area to support ongoing projects and operational needs
• Full-time, on-site availability (40 hours per week) during standard business hours
• Professional, client-facing demeanor, with the ability to represent the company appropriately in interactions with clients, agencies, and external partners

Preferred Qualifications

• Familiarity with Los Angeles geography and city departments
• Experience with construction or development project administration
• Understanding of architecture or real estate terminology
• Previous experience with billing systems or invoicing