Project Coordinator

THE CLUB AT BELLA COLLINA LLC • Montverde, FL

10h • $70,000 - $75,000

About The Position

The Club at Bella Collina is seeking a highly organized and detail-oriented Project Coordinator to support the successful planning, coordination, and execution of projects across our luxury private club and hotel operations. This role is ideal for someone who thrives in a fast-paced environment, enjoys collaborating with multiple departments, and has a passion for keeping projects organized and moving forward. The Project Coordinator ensures all projects are tracked, documented, and executed in alignment with the Club's standards, timelines, and expectations.

Requirements

• Highly organized
• Detail-oriented
• Ability to thrive in a fast-paced environment
• Enjoy collaborating with multiple departments
• Passion for keeping projects organized and moving forward
• Ensure all projects are tracked, documented, and executed in alignment with the Club's standards, timelines, and expectations.

Responsibilities

• Maintain and regularly update project schedules, timelines, and task lists.
• Coordinate with internal departments, subcontractors, and vendors to ensure alignment on deadlines and deliverables.
• Schedule meetings, site visits, and walkthroughs as needed to support project progress.
• Research and identify qualified subcontractors and vendors for upcoming and active projects.
• Solicit bids and proposals, ensuring scope details are clearly communicated.
• Compile and organize proposals for review by project managers.
• Maintain an updated database of preferred subcontractors and vendors.
• Prepare and distribute consistent project status reports outlining progress, risks, and next steps.
• Track all project milestones and ensure deadlines are being met.
• Proactively follow up on outstanding action items with responsible parties.
• Escalate delays, concerns, or risks to project managers in a timely manner.
• Develop and maintain a master list of project finishes, materials, and subcontractors.
• Ensure selections are documented, approved, and aligned with design standards.
• Track procurement status, including ordering, delivery timelines, and any discrepancies.
• Maintain organized digital and physical files for all projects, including contracts, permits, approvals, and correspondence.
• Ensure all documentation is current, accurate, and easily accessible.
• Assist in maintaining consistency with Club standards and project documentation protocols.
• Assist in tracking project budgets, invoices, and expenses.
• Coordinate with vendors and accounting to ensure timely processing of invoices.
• Support procurement activities, including ordering materials and monitoring deliveries.
• Serve as a point of contact between internal teams, contractors, and vendors.
• Ensure clear, professional, and timely communication across project managers and the President.
• Support leadership by providing updates, documentation, and coordination as needed.
• Assist in developing project scopes, timelines, and planning documents.
• Support compliance with local regulations, safety standards, and Club policies.
• Identify opportunities to improve project coordination processes and workflows.
• Perform additional project-related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed